Not-for-Profit Information Booth. Romeoville Recreation Department 900 West Romeo Road, Romeoville, IL (815)

Transcription

1 Not-for-Profit Information Booth Romeoville Recreation Department 900 West Romeo Road, Romeoville, IL (815)

2 Romeoville Recreation Department 900 West Romeo Road Romeoville, IL (815) March 20, 2018 Dear Potential Vendor, The Village of Romeoville Parks and Recreation Department is looking forward to another exciting RomeoFest from Thursday, August 2 through Sunday, August 5, RomeoFest will be at the same location as The food booths, beverage garden, bingo, and main stage entertainment will be held on the Municipal Center Grounds, 1050 W. Romeo Rd. Carnival rides and attractions will be held on the Recreation Center Grounds, 900 W. Romeo Rd. Family entertainment will be located at Village Park, 900 W. Romeo Rd. Fireworks will be on both Friday and Sunday evenings, and will be held at the same location as previous years - Village Park, 900 W. Romeo Rd. Please see the enclosed preliminary map for more detailed information; all locations are subject to change. RomeoFest is a family-oriented event that consists of a variety of entertainment for all ages, great food, bingo, and carnival rides. Activities include fireworks on Friday and Sunday evenings, children s entertainment at the new Family Fun Zone, food vendors, and bean bag and softball tournaments. Live entertainment this year includes a DJ Party (during the Food Fest 1 Mile Race) and Sixteen Candles on Thursday; GooRoos and Infinity on Friday; Recycle The Day, The Hat Guys, and Too White Crew on Saturday; and RHS Alumni Show, 7th Heaven and Hillbilly Rockstarz on Sunday. I would like to invite your group/organization to participate in RomeoFest. Please take the time to read the information provided that outlines the Booth Rules and Regulations. I look forward to working with you at this year s RomeoFest! If you should have any questions or concerns in regards to having a food booth please do not hesitate to contact me at (815) or via at mcardoni@romeoville.org. Sincerely, Marissa Cardoni Superintendent of Recreation Page 2 of 9

3 VILLAGE HALL 1050 W. Romeo Rd. Beverage Area Main Stage Entertainment Foo oth s hs oot db hs oot db r Bo Foo nso Spo GRAND BLVD Handicap/ Vendor/Band/ VIP Parking Bingo Tent Family Fun Zone RomeoFest 2018 Carnival Fireworks 900 W. Romeo Rd. ARSENAL RD ROMEO RD ROMEOVILLE RECREATION DEPARTMENT Carnival NEWLAND AVE YATES AVE W LA E AV SUNSET POINTE O W D O N

4 Romeoville Recreation Department 900 West Romeo Road Romeoville, IL (815) Not-for-Profit Information Booth Rules and Regulations Please read all information, fill out forms completely, and attach any necessary documents. Please make sure all forms are signed. Forms can be returned to the Recreation Center at 900 West Romeo Road, Romeoville, IL Any incomplete forms will be returned without being processed. 1. The Romeoville Recreation Department will be accepting applications on a first come, first serve basis between Monday, May 7, 2018 at 9:00am and Friday, July 6, 2018 at 5:00pm only. No incomplete packets will be accepted. 2. Booth preparation can begin on Thursday, August 2, 2018 at 11:00am. Booths must be entirely setup, manned and ready no later than 4:30pm on Thursday, August 2, No vendors are allowed on-site before the scheduled check-in time. 3. Booths must be dismantled no later than 7:00am on Monday, August 6, Please remove all valuables from your booth on Sunday, August 5, 2018 in the event you are not dismantling your booth Sunday. Vendors are responsible for keeping their immediate area clean at all times. 4. Vendor shall operate and maintain its booth site between 5:00pm and 10:00pm Thursday, August 2; between 5:00pm and 11:30pm on Friday, August 3; between 12:00pm and 11:30pm on Saturday, August 4; between 12:00pm and 9:30pm on Sunday, August 5. Vendors must be in attendance all four days. 5. The Romeoville Recreation Department reserves the right to make location assignments of booth space. This includes any arrangement and location of booths, signs, and other advertisements. 6. No food or drink may be given out or sold at a not-for-profit booth. 7. The sale or distribution of merchandise, promotional items, or other materials may only be made from booth/table obtained via an approved application. Participant members or representatives will not be able to sell or distribute merchandise or material of any kinds on a roving or mobile basis. Additionally, all raffle information conducted by a not-for-profit organization will be included in a single announcement made on Sunday, August 5th at 7:00pm on the main stage. To be included in this announcement, please include the necessary information on page 7. There is no guarantee or exclusivity to items sold or raffled. 8. This is only an application. Filling out this application does not guarantee acceptance. 9. Security is provided Thursday, August 2, 2018 through Sunday, August 5, 2018 at festival closing; however, the Romeoville Recreation Department and any other agencies and/or departments are not responsible for any equipment and items that may be lost, stolen, or damaged. This includes weather related incidents. 10. No changes may occur without permission from the Romeoville Recreation Department in either your booth size or electrical requirements once your application has been accepted. 11. Booth space is limited to 10 feet wide by 10 feet deep. 12. Alcoholic beverages will be allowed in the enclosed area only. 13. The Romeoville Recreation Department reserves the right to add or delete booth rules as necessary. 14. All fees are nonrefundable after Friday, July 13, Page 4 of 9

5 Romeoville Recreation Department 900 West Romeo Road Romeoville, IL (815) Not-for-Profit Information Booth Application - 18SRF3 For Office Use Only: Date Received Time Received am / pm All information must be filled out completely. Any form with missing information will be returned without being processed. Please make copies of all paperwork for your own records. Return pages 5-9 with all necessary paperwork to the Romeoville Recreation Department at 900 West Romeo Road, Romeoville, IL Business/Organization Contact Person Address City, State, Zip Primary Phone ( ) Secondary Phone ( ) Address Website Illinois Tax ID Number Please explain the nature of your booth (including any raffles intended to be sold). Will your organization be selling raffle tickets (if yes, please see page 7)? Please state any booth location preferences (including organizations to be near)* *location preferences and special instructions are not guaranteed. Page 5 of 9

6 PLEASE CHECK ALL THAT APPLY. [ ] Not-for-Profit Information Booth (18SRF3) - $ Space is limited to 10 x 10. [ ] 10 x 10 Tent Rental Fee (18SRFTENT) - $ (10 x 10 pop-up tent) Tents are extremely limited and will be given on a first come, first serve basis. Limit one rental per business/organization. Space size 10 x 10 square feet - $ $ x 10 Tent Rental Fee - $ $ = Total amount due with application...$ Payment Information: { } Cash { } Check # (made payable to the Romeoville Recreation Department) { } Visa # 3 digit code on back expiration date Signature { } Master Card # 3 digit code on back expiration date Signature { } Discover # 3 digit code on back expiration date Signature All fees are nonrefundable after Friday, July 13, Booth location will be given on a first come, first serve basis. All paperwork and fees must be paid in full at time of registration. I understand that I must be in attendance all four days. I have read the attached Rules and Regulations for RomeoFest vendors and I agree to the rules and terms set therein. Signature Date Printed Name Page 6 of 9

7 Raffle Ticket Information **This form must be turned in to Marissa Cardoni no later than 5:00pm on Friday, August 3rd.** Business/Organization Contact Person Primary Phone ( ) Secondary Phone ( ) Address Raffle Items Total number of raffles to present Person who is presenting from your organization Presenter s phone number ( ) Secondary Phone ( ) All organizations presenting raffles at RomeoFest must be at the main stage ready to present by 7:00pm on Sunday, August 5th. Please check-in with Steve Hurdle, Natalie Rigoni, or Marissa Cardoni. Page 7 of 9

8 Electricity Business/Organization Please list all items needing electricity: ELECTRICAL NEEDS You must provide your own heavy duty extension cords for your booth. The Romeoville Recreation Department reserves the right to limit the number of lines requested. Electricity is on a first come first serve basis. Electricity is not guaranteed. How many 120 volt circuits will you need? How many amps are needed (30, 40, 50, 60)? How many 240 volt circuits will you need? (If you need 240 volt service you must request it on this form as this service is very limited.) How many amps are needed (30, 40, 50, 60)? Will your 240 be hard wire or twist lock-in? Page 8 of 9

9 RomeoFest 2018 Waiver ROMEOVILLE RECREATION DEPARTMENT PARTICIPANT AGREEMENT NOTE: THIS AGREEMENT MUST BE SIGNED BY ALL ADULT PARTICIPANTS AND MUST ALSO BE SIGNED BY A PARENT OR GUARDIAN OF ANY MINOR SEEKING TO PARTICIPATE IN ANY RECREATION DEPARTMENT PROGRAMS OR ACTIVITIES. WARNING OF RISK Despite the implementation of all reasonable precautions by the Department, an unavoidable risk of serious injury will always exist when participating in any recreational activity. Not all hazards and dangers can be foreseen. Participants and parents/guardians of minor participants must understand that certain risks and hazards will be inherent to participation in that activity, including but not limited to risks and hazards associated with inclement weather, slip and falls, overexertion and fatigue, disregarding safety rules and instructions, collision with stationary objects or other participants, poor skill level or conditioning, carelessness, horseplay, unsportsmanlike conduct, premises defects, inadequate or defective equipment, inadequate supervision, instruction or officiating. Accordingly, the Department hereby informs all participants and parents/guardians of minor participants that it is impossible for the Romeoville Recreation Department to guarantee absolute safety for all program and activity participants. WAIVER AND RELEASE OF ALL CLAIMS AND ASSUMPTION OF RISK I acknowledge and assume the risks of property damage, accidents, injuries (including death), loss of bodily functions, disabilities, medical disorders, pain and suffering, lost income and medical expenses that arise from participation in any program or activity offered by the Department, and my use of facilities, transportation services, premises and equipment provided by the Department. I further acknowledge that the foregoing risks may arise from my own action or inaction, the actions or inaction of other program or activity participants, the conditions under which a program or activity is conducted, or from the negligent actions or inaction (including any failure to warn) of Department personnel, contractors or service providers. I also acknowledge that from time to time, the Village of Romeoville and/or the Department may take photographs of me participating in programs or activities offered by the Department for use and publication in various publications or media, including but not limited to the Village s website, Facebook account or other social media sites or accounts, department program brochures or materials, and Village or Department informational, promotional or marketing materials, and I hereby expressly grant to the Village of Romeoville and the Department the right to use and publish such photographs as contemplated herein, all without compensation or payment for such use and publication. In consideration of being allowed to participate in programs or activities offered by the Department, or to use facilities, transportation services, premises and equipment provided by the Department, I hereby release, waive and discharge the Village of Romeoville and its officers, officials, employees, agents, volunteers and contractors (collectively, the Releasees ) from any and all liability and all claims of any kind whether for personal injury, property damage or death, arising from participation in any activity or program offered by the Department, arising from my use of facilities, transportation services, premises and equipment provided by the Department, or arising from the use or publication by Releasees of photographs of me participating in programs or activities offered by the Department, whether or not caused by the negligence of the Releasees or any of them and further covenant that I shall not sue any of the Releasees with respect to any such liability or claims. In the event that I or anyone else nonetheless makes a claim or files suit against Releasees arising out of any of the above-described matters, I will indemnify and hold Releasees harmless of and from any and all damages or judgments and costs of litigation, including attorney fees. The provisions hereof are to be construed as broadly as possible in favor of Releasees, and this Agreement as a whole shall be governed by the laws of the State of Illinois (without reference to the conflicts of laws rules thereof). If any part of this Agreement shall be ruled invalid by a court having jurisdiction, the balance shall be enforced to the maximum possible extent. I am signing this Agreement freely and voluntarily, having read and understood it and with a full opportunity to consider its substance and with the intention of fully and unconditionally assuming the risks and releasing the liabilities as described above in this Agreement. DATE: Printed Participant Name Participant Signature REQUIRED PARENT/GUARDIAN SIGNATURE FOR MINOR PARTICIPANTS Page 9 of 9