Genesee Valley Fares and Wares Festival 2017 Rules and Regulations The purpose of the Genesee Valley Fare and Ware Festival is to provide a chance for local food, beverage and craft vendors to showcase their items, educate customers about their business, along with the opportunity to sell. Our aim is to offer high quality goods for the general public and celebrate the unique items that come from our area. Where: Letchworth State Park, Mount Morris Entrance, Mount Morris NY 14510 When: Saturday, June 17 th and Sunday, June 18 th, 2017 from 10am-5pm both days Set-up: Friday, June 16 th from 10am-6pm and Saturday, June 17 th from 6am-9am Deadline: Applications are due by February 15 th, 2017 Fees: $135.00 for a 10x10 space, $250 for a 20x20 space. Payment is due by April 15 th, 2017. Venue Information: All spaces are vehicle accessible for setup, but not all spaces have adjacent parking for the exhibitor. Where there is space adjacent parking available, exhibitors are limited to ONE vehicle or trailer, maximum 20' long. Food stands, food trucks and public rest rooms are available on the premises. Camping or overnight residence on the show grounds is prohibited. Lodging in campgrounds at the Park or nearby campgrounds, hotels, or motels is available. Information will be provided to exhibitors accepted into the show. Insurance: A current Certificate of Insurance is required for all vendors naming Genesee Valley Council on the Arts DBA Livingston Arts as an additional insured. Certificate of Insurance is required before set-up. Requirements: The exhibitor will be responsible to be open during the entire festival. You cannot vacate early. Your booth must be neat, attractive and well-maintained. Signage with visible and clear pricing is required. You are responsible for setting up, maintaining and removing your own booth, merchandise and trash. Weather: The festival will not be cancelled because of rain. This is an outdoor event; be prepared for any type of weather. Tents, canopies and pop-ups must be secured to withstand the weather. Questions? Concerns? Contact Us: Phone - 585-243-6785 Email betsy@livingstonarts.org Address 4 Murray Hill Drive, Mount Morris NY 14510 Application Checklist. Please include: q Contract q Pictures q Photocopy of Sales Tax q Certificate of Insurance q Signed Copy of Rules & Regulations Please keep this cover page for future reference.
IMPORTANT DATES February 15, 2017 March 15, 2017 April 15, 2017 Application Deadline Notification of Acceptance Payment Due PROCEDURES The following application and necessary supporting documentation must be completed in full and signed. The policies and regulations set forth in this document are designed to maintain order and to regulate activities on the Festival site. Regulations will be enforced. 1. Each accepted vendor, Craft, Food or Beverage, will be provided a 10x10 space for $135.00 for both Saturday and Sunday. If you would like a larger space, a 20x20 space can be offered to you for $250.00 for both days. 2. All exhibitors must provide their own tent, tables, chairs and displays. 3. All locations will be assigned by Livingston Arts/Letchworth Park staff. 4. All signs and displays must be of a professionally produced nature. Prices of items must be displayed. 5. NYS Park policy prohibits solicitations or games of chance. Exhibitors may not sell raffle tickets or hold prize drawings for their merchandise. 6. Please review the below information to ensure you have the proper documentation to operate during the Genesee Valley Fares and Wares Festival. WINE, BEER, SPIRITS, MEAD & CIDER VENDORS 1. All items must be produced, fermented and bottled in New York State. 2. There will be age verified wrist bands for festival goers 21 and older. 3. A Farm Market Status will be in effect for the Festival, allowing you to sell (in sealed containers) by the bottle or the case, as well as taste beer, ciders, spirits and wines. 4. Please provide a current copy of your New York State sales tax certificate. 5. Licenses: We will be operating under a temporary beer, wine and cider permit. Each vendor will need to provide us a copy of your New York Liquor Authority Marketing Permit and each vendor is required by law to have a valid New York State Certificate of Authority to Collect Sales and Use Tax prominently displayed at your booth and on file with Livingston County by May 17, 2017. FOOD VENDORS 1. All food products must produced or manufactured in New York State. 2. If you are sampling or selling any food products, you will be required to obtain a food permit from the Livingston County Department of Health. 3. Please Provide a current copy of your New York State sales tax certificate ARTIST AND CRAFT VENDORS 1. All items must have been handcrafted by you or by someone directly under your supervision. 2. Reselling items made by others is not allowed. 3. Your crafts must relate to the theme of our festival food and beverage. Other items that you ve handcrafted may be sold, with approval of the Festival. 4. Only one artist or craft artisan per application. 5. All work must be original and the work of the exhibitor. 6. NO MEDICINAL OR FOOD ITEMS OF ANY KIND. Craft vendors may not display or sell food items. 7. Merchandise based upon the copyright or trademark of others (NFL, Disney, Warner Brothers or storybook characters, etc.) is expressly forbidden. 8. Mass produced or imported items (buy and sell) and items made from kits, patterns or commercial molds are not permitted. 9. Please provide a current copy of your New York State sales tax certificate
ALL VENDORS MUST PROVIDE A CERTIFICATE OF GENERAL LIABILITY INSURANCE (see details below) You will not be permitted to attend the event without insurance. 1. Insurance: The VENDOR, its affiliated companies and subsidiaries shall secure and maintain during the period of this Agreement Comprehensive General Liability Insurance including liquor liability, which shall be written on an occurrence basis, with a standard broad form endorsement and/or excess umbrella liability. 2. On such policy, the VENDOR agrees to name as additional insured s Genesee Valley Council on the Arts DBA Livingston Arts, its parent, subsidiaries, limited liability and affiliated companies and their respective shareholders, officers, directors, employees, members, agents and assigns and to provide a certificate of such coverage no later than May 17, 2017 and the certificate must specifically state that it is primary and non-contributory over any other insurance that may be available to an Indemnified Party and contains a waiver of subrogation in favor of certificate holder. 3. Vendor hereby releases and forever discharges the Genesee Valley Council on the Arts DBA Livingston Arts and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers from any responsibility, personal liability, claims, loss or (including reasonable attorneys fees) arising out of or in conjunction with vendor s application to or participation in or involvement with the Genesee Valley Fares and Wares event. 4. Vendor agrees that vendor shall assume full responsibility for injury to person or property of others, including employees, agents, patrons or other persons, which shall occur by reason of vendor s involvement or participation in the Genesee Valley Fares and Wares event. 5. Vendor acknowledges and agrees that it is their understanding and agreement that the Genesee Valley Fares and Wares event and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers shall incur no liability whatsoever to, or on account of vendor, or vendor s employees or agents, arising out of vendor s participation in or association with the Genesee Valley Fares and Wares event. The Genesee Valley Fares and Wares event and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers will not be responsible for any injury sustained by vendors, workers or guests while within the exhibit space. 6. The vendor shall indemnify and hold harmless those listed above from and against any and all claims, liabilities or damages of whatever nature, including but not limited to, claims of bodily injury, death, personal injury, property damage, by whoever made, as well as the cost of litigation and attorneys fees arising from, based on or in any manner related to vendor s activities in connection with its involvement in or participation with the Genesee Valley Fares and Wares event. Genesee Valley Fare and Ware Vendor Application
Business Name: Contact Name: Phone: - - Street or PO Box: City: State: Zip: E-mail Address (required): Nature of goods to be sold: Number of vehicle passes (max 2): Anticipated date & time of set-up: Do you have (please circle): Facebook Twitter Instagram Please provide in the space below a description of each type of item you would like to sell during the 2016 Genesee Valley Fares and Wares Festival: 1. 2. 3. 4. 5. If you need additional space, please use another page. In addition to the descriptions, please send a CD or USB containing 1-3 images of each type of product you would like to sell.
The deadline is February 15, 2017. Vendor hereby requests permission to display and sell the products and/or services listed above. Further, the Genesee Valley Fares and Wares Festival and Genesee Valley Council on the Arts DBA Livingston Arts reserves the right to approve any product/item a vendor may wish to sell or dispense as well as limit the number of concessions selling the same product/item. DO NOT bring items to the Festival unless previously approved. On the day of the Festival, our standards committee will be monitoring compliance. I have read and understand and will abide with Genesee Valley Fares and Wares Festival s general information, procedures, rates and conditions. By signing this application, I acknowledge that the Festival is subject to various weather conditions and state and federal safety and health regulations. No refund of application fees. Exhibits must remain open until closing. Applicant Signature: Date: Please Print Name: The above named has read and understands the general information, procedures and conditions and seeks admission as a concessionaire. Genesee Valley Council on the Arts DBA Livingston Arts reserves the right to refuse any application. Submission of this application does not guarantee a space.