COMMERCIAL / CONTRACT VENDOR APPLICATION

Transcription

1 GOLD COUNTRY FAIR 1273 High Street, Auburn, CA Phone: (530) Fax: (530) September 5-8, 2019 COMMERCIAL / CONTRACT VENDOR APPLICATION The undersigned vendor submits this application/contract for approval to occupy commercial space during the Gold Country Fair and acknowledges and agrees to be bound by all rules and regulations set forth in this application and Lease Agreement contract, and any other subsequent Exhibits or as may be amended. Please note: 50% space fee must be submitted with signed Lease Agreement in order to reserve space. Balance due within 60 days of submission of application. General Requirements Please submit completed application in order to reserve your space. Attach color photographs of the proposed exhibit booth and product(s) as they would appear at the Gold Country Fair. Don t underestimate the importance of photos that are clear and show your exhibit booth at its best! If you are a first-time exhibitor and so do not have booth photos, please attach either a drawing of the expected display or a detailed description. Consideration is given to prior participants based upon a professional display, uniqueness, quality product(s), and conducting business in a professional manner. Upon review, we will notify all applicants of their acceptance or position on our waiting list. Specifications Booths must be staffed at all times during the following hours: OUTDOOR VENDORS: Thursday 4 p.m p.m. Saturday 11 a.m. MIDNIGHT INDOOR VENDORS: Thursday 4 p.m. - 9 p.m. Saturday 11 a.m. - 9 p.m. Friday 4 p.m. MIDNIGHT Sunday 11 a.m p.m. Friday 4 p.m. - 9 p.m. Sunday 11 a.m. - 9 p.m. Indoor and outdoor booth spaces are sold in 10 x 10 increments (10x10, 10x20, etc.). Booths must be kept in showroom quality. Cardboard boxes, stock, and trash must be kept out of view of public. Blue tarps are not to be used as part of display, only for protective covering at night. Duct tape is not permitted. All tables must be draped and all decorative material must be flame resistant. All decorative and display materials must be appropriate for and the venue and fully comply with all California Fire Marshal requirements. Booth height may not exceed 8 feet on back wall and 4 feet on sides. Indoor booths may not utilize pop-up ( EZ Up type) covers as they are strictly prohibited by the California Fire Marshal. All electrical installations shall conform to the Electrical Safety of the State of California. We reserve the right to place any stand on generator power. All vendors selling taxable merchandise or providing a taxable service in California, even on a temporary basis, MUST have a Seller s Permit. Even if only taking leads, you are required to apply for a Seller s Permit. Contact the Board of Equalization at or (916) for more information. If you already have your Seller s Permit, attach a copy to this application, OR YOUR COPY COMPLETED STATE BOARD OF EQUALIZATION FORM BOE-410D. If you are exempt from sales tax, verification from the Board of Equalization must be submitted to the fair. All vendors are required to provide $1,000,000 public liability insurance naming the County of Placer, Gold Country Fair, and the State of California as additionally insured (see attached insurance requirements). You may purchase insurance through CFSA for $ (rate subject to change.) All vendors with employees must provide a copy of Workers Compensation Insurance. If no employees, a letter stating so must be on file with the Gold Country Fair (form enclosed with contract). Eight one-day credentials will be issued to each commercial exhibitor per location and will be available at the Fair Office. Additional credentials (one-time entry) are available to exhibitors at a discounted cost (maximum five credentials), and must be purchased in advance. Exhibitors are responsible for distribution of credentials. Exhibit staff arriving without credentials must pay regular admission at gates. There will be no refunds or exchanges. Each commercial vendor is issued two parking passes which are to be displayed on the inside lower left corner of vehicle windshields. These passes are valid ONLY in the Pleasant Ave./High St. Parking Lot. Enter this lot via Pleasant Ave. pg. 1

2 COMMERCIAL /CONTRACT VENDOR APPLICATION Contract # 2019 GOLD COUNTRY FAIR Location SEPTEMBER 5-8, 2019 INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED The undersigned vendor submits this application/contract for approval to occupy commercial space during the Gold Country Fair and acknowledges and agrees to be bound by all rules and regulations set forth in this application/contract, and any other subsequent Exhibits or as may be amended. Please note: 50% space fee must be submitted/contract in order to reserve space. Balance due within 60 days of submission of application. Business Name Contact Person Title Person authorized to sign contract (if different) Title (Must be the same as Insurance) Mailing Address City State Zip Business phone ( ) Fax number ( ) CA Sellers Permit # (attach copy). If exempt, verification from the BOE must be provided address PLEASE PRINT ADDRESS LEGIBLY Is your business: Selling a product Informational display Business promotion Preferred Location: Spaces are 10X10 Indoor ($275-$325) Upper/Armory Road ($175) Corner Lawn or Placer Walk ($300-$350) IFC Boulevard (Lower Frontage Road) ($400-$450) Are you requesting more than one location? YES NO Are you a returning vendor? YES NO What size space(s) are you requesting? Corner space Every effort is made to place returning vendors in same space as previous year if submitted by May 3, 2019 *Please submit a list of all items you are applying to sell, or services offered; and indicate prices for each. If a contract is issued, it will be assigned on the basis of this list only. Be complete. (Attach separate sheet if necessary) Utility Requirements: ADDITIONAL BOOTH ELECTRICAL FEES (IF Needed) Do you need power? Please circle one yes no (Additional fee of $30) Standard 110V only available I have read and understand all information given with this application/contract and Commercial Space Requirements and Fees. Once completed application/contract has been signed by both parties, full payment will be expected. I certify that all information contained in this application to be true and accurate to the best of my knowledge. Gold Country Fair Association Company Name Don Ales, Chief Executive Officer Signature FOR OFFICE USE ONLY Date $ Receipt# Booth Ins RV Elec Other Date $ Receipt# Booth Ins RV Elec Other Date $ Receipt# Booth Ins RV Elec Other

3 Have you participated in the Gold Country Fair before? YES NO What year(s)? Referred by Specify any Special Needs Will you be sampling your product? YES NO (Food samples require permit from Placer County Environmental Health) Do you use amplification? YES NO Type Will you have a prize drawing? YES No Type of Prize Date of drawing (Drawing must be held during Fair) RV Camping? YES $35 per night. Arrival date: Departure date: RV type (circle one: Motorhome Trailer RV Length: Space is limited Stock Truck? YES $35 Indoor Placer Hall Indoor commercial space is located in Placer Hall Indoor exhibit spaces are draped with 4' side walls and 8' back walls. Display MUST not exceed height of back wall or side walls. All of the exhibit must fit within the designated space boundaries. In-line space: $275 per 10x10 Corner spaces: $325 per 10x10 Rental Rates Outdoor Areas Outdoor exhibit spaces are located throughout the Fairgrounds. Exhibit spaces are not supplied with drapes, carpeting, or shading. Exhibitors are responsible for furnishing such items, if needed, and they must be approved in advance by the Fire Marshal and Fair. Approval is based on Fire Marshal requirements and aesthetic appearance. All of the exhibit must fit within the designated space boundaries. Rental Rates Corner Lawn & Placer Walkway In-line space: $300 per 10x10 Corner spaces: $350 per 10x10 IFC Boulevard (Lower Road Frontage) (opposite Gold Country Court & Sierra Bldg) In-line space: $400 per 10x10 Corner spaces: $450 per 10x10 Upper Road In-line space: $175 per 10x10 RV and Stock Truck Parking PLEASE COMPLETE APPLICATION ABOVE AND RETURN WITH PAYMENT RV parking is located in the RV Park and is limited to 20 RV units. Sleeping in your vehicle is not allowed. All spaces are equipped with power and water hookups. Sewer hookups are limited, but a dump station is available for a fee. Please note RV length and type (motorhome, trailer), and arrival/departure on contract/application. Spaces are available on a first come first served basis. Stock Truck parking is located in an area designated by Fair Management not in vendor parking lot. ALL OVERNIGHT STOCK TRUCKS LEFT IN VENDOR PARKING LOT WILL BE TOWED AT OWNER'S EXPENSE. Rates $35.00 per night water and 30 amp $50.00 Stock Truck for duration of fair. (September 5-9, 2019) Any additional days are $10.00 per day.

4 2019 FAIR VENDOR CHECKLIST Please take a moment to insure your application is complete. BEFORE you send it in. Application complete, signed and legible. Especially address and telephone. Confirm all products you intend to sell/service you will offer at the fair are LISTED. paper if necessary. Utilize additional Include a copy of your certificate of insurance naming the County of Placer County, Gold Country Fair, and the State of California as additionally insured (see the exact verbiage required in the highlighted section of the Insurance Requirements document below.) Or include the CFSA Master List # on application. If you wish to purchase insurance for this event from us, please check the appropriate box. Copy of resale permit or a completed copy of State Board of Equalization form BOE-410 D. (Available at 50% of booth fee (100% if after June 24, 2019.) BALANCE DUE IN FULL BY 60 DAYS FOLLOWING APPLICTION SUBMISSION. If paying with credit card, completed credit card authorization form. Commercial Vendors preparing food or providing edible samples must obtain a health permit from Placer County Environmental Health. There is also a $20 health management fee payable to the Fairgrounds. Please take a moment to review the application. All of your questions should be found within. Any further questions may be directed to info@goldcountryfair.com or 530/ Applications may be submitted via 1 st class mail, (1273 High Street, Auburn, CA 95603) or mark@goldcountryfair.com

5 Gold Country Fair Commercial Vendor FAQ Do I need liability insurance? Yes, you must have liability insurance and provide the fairgrounds with a certificate of insurance. There is specific wording required, please reference the Insurance Requirements document for details. Insurance is also available for purchase for this event through the fair office. When is the latest I can submit my paperwork? Spaces are sold on first-come, first-served basis. Returning vendor from the prior year has until May 8 th to reserve their same spot. We also limit like vendors, so you don t want to wait too long. We cannot hold a spot without a 50% deposit. Which spot has the best traffic? Because the areas allotted for commercial vendors are relatively small, there is no bad spot. Obviously corners are prime real estate (there is an additional fee for corner space), and they go quickly. I have 12 employees, why do I only get two parking passes? Parking is EXTREMELY limited here. We try to keep as many spots available for the patrons that are coming to enjoy the fair and purchase your product. When can I set up, and when do I tear down? Set up begins for commercial vendors on Wednesday, September 5, :00 am 7:00 pm and then on Thursday, September 6, :00 am Noon. Food vendors Tuesday, September 4, :00 am 7:00 pm. We discourage you to wait until the last minute on Thursday; if there are issues with your booth it may be too late to resolve them. Why do I have to apply to be a vendor? We review all new vendor applications in order to insure the vendor is good fit for the Gold Country Fair. We do not allow toy weapons, drug paraphernalia, or any other product depicting gangs, violence or illegal drug use. In order to provide a unique experience to our Fair-goers and to ensure success for our vendors, we also want to make sure we do not have too many of the same type of vendor. I have special needs for my booth, what do I do? We will do whatever we can to insure your experience as a vendor is a positive one. If you have special needs, please let us know ON OUR APPLICATION! There is space for our request on the application, and you can always call or us with your concerns. If we don t know your needs, and it gets down to set-up day, we may not be able to help, as our resources may be limited at the late date.

6 California Fair Services Authority INSURANCE REQUIREMENTS I. Evidence of Coverage The contractor/renter shall provide a signed original evidence of coverage form for the term of the contract or agreement (hereinafter contract ) protecting the legal liability of the State of California, District Agricultural Associations, County Fairs, Counties in which County Fairs are located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fairs, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees, from occurrences related to operations under the contract. This may be provided by: A. Insurance Certificate - The contractor/renter provides the fair with a signed original certificate of insurance (the ACORD form is acceptable), lawfully transacted, which sets forth the following: 1. List as the Additional Insured: "That the State of California, The Gold Country Fair, the 20th District Agricultural Association, Gold Country Fair, Placer County, Lessor/Sublessor if fair site is leased/subleased, their directors, officers, agents, servants, and employees are made additional insured, but only insofar as the operations under this contract are concerned." 2. Dates: The dates of inception and expiration of the insurance. For individual events, the specific event dates must be listed, along with all set-up and tear down dates. 3. Coverages: a. General Liability - Commercial General Liability coverage, on an occurrence basis, at least as broad as the current Insurance Service Office (ISO) policy form #CG Limits shall be not less than $5,000,000 per occurrence for Fairtime Carnival Rides; $3,000,000 per occurrence for Motorized Events All Types except arena or track motorcycle racing and go-cart racing; $3,000,000 per occurrence for Rodeo Events all types with a paid gate and any Rough Stock events; $2,000,000 per occurrence for Rodeo Events All Types without a paid gate and with any Rough Stock events; $1,000,000 per occurrence for Rodeo Events All Types without any Rough Stock Events; $2,000,000 per occurrence for Interim Carnival Rides, Fairtime Kiddie Carnival Rides of up to 6 rides, Concerts with over 5,000 attendees, Rave Type Events All Types, Mechanical Bulls, Extreme Attractions All Types, Orbitrons, Simulators, and Motorized Events of arena or track motorcycle racing and go-cart racing; $1,000,000 per occurrence for all other contracts for which liability insurance (and liquor liability, if applicable) is required. b. Automobile Liability - Commercial Automobile Liability coverage, on a per accident basis, at least as broad as the current ISO policy form # CA 0001, Symbol #1 (Any Auto) with limits of not less than $1,000,000 combined single limits per accident for contracts involving use of contractor vehicles (autos, trucks or other licensed vehicles) on fairgrounds. c. Workers Compensation - Workers Compensation coverage shall be maintained covering contractor/renter's employees, as required by law. d. Medical Malpractice - Medical Malpractice coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving medical services. e. Liquor Liability - Liquor Liability coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving the sale of alcoholic beverages. 4. Cancellation Notice: Notice of cancellation of the listed policy or policies shall be sent to the Certificate Holder in accordance with policy provisions. 5. Certificate Holder: For Individual Events Only - Fair, along with fair=s address, is listed as the certificate holder. For Master Insurance Certificates Only - California Fair Services Authority, Attn: Risk Management, 1776 Tribute Road, Suite 100, Sacramento, CA is listed as the certificate holder. 6. Insurance Company: The company providing insurance coverage must be acceptable to the California Department of Insurance. 7. Insured: The contractor/renter must be specifically listed as the Insured. OR B. CFSA Special Events Program - The contractor/renter obtains liability protection through the California Fair Services Authority (CFSA) Special Events Program, when applicable.

7 OR C. Master Certificates - A current master certificate of insurance for the contractor/renter has been approved by and is on file with California Fair Services Authority (CFSA). OR D. Self-Insurance - The contractor/renter is self-insured and acceptable evidence of self-insurance has been approved by California Fair Services Authority (CFSA). II. General Provisions 1.Maintenance of Coverage - The contractor/renter agrees that the commercial general liability (and automobile liability, workers compensation, medical malpractice and/or liquor liability, if applicable) insurance coverage herein provided for shall be in effect at all times during the term of this contract. In the event said insurance coverage expires or is cancelled at any time or times prior to or during the term of this contract, contractor/renter agrees to provide the fair, prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of California Fair Services Authority, and contractor/renter agrees that no work or services shall be performed prior to the giving of such approval. In the event the contractor/renter fails to keep in effect at all times insurance coverage as herein provided, the fair may, in addition to any other remedies it may have, take any of the following actions: (1) declare a material breach by contractor/renter and terminate this contract; (2) withhold all payments due to contractor/renter until notice is received that such insurance coverage is in effect; and (3) obtain such insurance coverage and deduct premiums for same from any sums due or which become due to contractor/renter under the terms of this contract. 2.Primary Coverage - The contractor/renter s insurance coverage shall be primary and any separate coverage or protection available to the fair or any other additional insured shall be secondary. 3.Contractor s Responsibility - Nothing herein shall be construed as limiting in any way the extent to which contractor/renter may be held responsible for damages resulting from contractor/renter s operations, acts, omissions or negligence. Insurance coverage obtained in the minimum amounts specified above shall not relieve contractor/renter of liability in excess of such minimum coverage, nor shall it preclude the fair from taking other actions available to it under contract documents or by law, including, but not limited to, actions pursuant to contractor/renter s indemnity obligations. The contractor/renter indemnity obligations shall survive the expiration, termination or assignment of this contract. 4.Certified Copies of Policies - Upon request by fair, contractor/renter shall immediately furnish a complete copy of any policy required hereunder, with said copy certified by the underwriter to be a true and correct copy of the original policy. Fairtime Carnival Ride contractors must submit copies of actual liability insurance policies, certified by an underwriter, to California Fair Services Authority (CFSA). III. Participant Waivers For hazardous participant events, the contractor/renter agrees to obtain a properly executed release and waiver of liability agreement (Form required by contractor/renter s insurance company or CFSA Release and Waiver Form) from each participant prior to his/her participation in the events sponsored by contractor/renter. Hazardous participant events include but are not limited to any event within the following broad categories: Athletic Team Events; Equestrian-related Events; Motorized Events; Rodeo Events; and Wheeled Events, including bicycle, skates, skateboard, or scooter. Contact California Fair Services Authority at (916) for further information.

8 20 th District Agricultural Association GOLD COUNTRY FAIRGROUNDS 1273 HIGH STREET AUBURN, CA CREDIT CARD AUTHORIZATION FORM CREDIT CARD # NAME ON CARD: ADDRESS: EXPIRATION DATE: SECURITY CODE: ZIP CODE: AMOUNT: My signature hereby authorizes the 20 th DAA, Gold Country Fairgrounds to charge the amount, based on the above information, to the credit card listed above. NOTE: This sheet will be shredded post billing. Cardholder s Signature: Cardholder s phone number: Cardholder s Address for receipt purposes: NOTES: Office Use Only: Date Received: