ASUS ORIENTATION WEEK 2017 QUEEN S SHINERAMA SIDEWALK SALE 2017 APPLICATION PACKAGE

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1 QUEEN S SHINERAMA SIDEWALK SALE 2017 APPLICATION PACKAGE Community Awareness, Respect, and Engagement (CARE) Committee Arts and Science Orientation Committee University Avenue Kingston, ON K7L 3N6 To: Businesses and Organizations From: James Morden, Rebecca Dann, and Leah Slater Shinerama Sidewalk Sale Coordinators 2017 Re: Annual Orientation Week Shinerama Sidewalk Sale We are thrilled to announce that Queen s University will once again be hosting the annual Orientation Week Shinerama Sidewalk Sale on Friday, September 8th, 2017 from 9:00AM to 4:00PM. Attracting crowds of upwards of 10,000 people, it is a fantastic opportunity to gain exposure with both new and returning members of the Queen s and Kingston community. The event is a part of an effort to raise money for the Shinerama Foundation, Canada s largest postsecondary fundraiser, with all proceeds donated towards Cystic Fibrosis research. Enclosed in this package you will find all the relevant information about this amazing event. If you wish to participate, please fill out all the necessary forms and return them with payment to the address listed above. Applications are due Monday, July 31st, 2017 after which a late fee will be implemented. We are also offering an Early Bird Benefit, where applicants receive priority in the selection of their desired spot on the map. To partake in this additional $40 opportunity, applications must be received before Friday, June 30th, 2017, and received with the applicant s top 3 location preferences, one of which is guaranteed. Please do not hesitate to contact us at the Arts and Science Undergraduate Society at (613) ext or at asussidewalksale@gmail.com. We look forward to hearing from you and hope you will join us in making this another successful Orientation Week Sidewalk Sale! Sincerely, James Morden, Rebecca Dann, and Leah Slater Community, Awareness, Respect and Engagement Committee (CARE) Arts and Science Orientation Committee 2017 Queen s University James Morden and Rebecca Dann Queen s Sidewalk Sale Coordinators asussidewalksale@gmail.com Leah Slater CARE Chair occare@asus.queensu.ca Conor Gallant - Head Gael asus_headgael@ams.queensu.ca

2 1.0 INFORMATION WHEN: Friday, September 8th, :00 AM to 4:00 PM ASUS ORIENTATION WEEK 2017 WHERE: WHO: WHY: HOW: Bader Lane and University Avenue Queen s University, Main Campus Kingston, ON Businesses and Organizations Sidewalk Sale is an event run under Queen s Shinerama and attracts crowds of around 10,000 Kingston community members and students. All proceeds go towards the Queen s Shinerama Campaign for Cystic Fibrosis research. Learn more about Shinerama at: There will be local media outlets and comprehensive media coverage (i.e. Queen s Journal, radio stations, etc.). Apply online at: Or submit this application as a hard copy in person: Arts and Science Undergraduate Society (ASUS) 183 University Ave., Kingston ON, K7L 3N6 Attn: Sidewalk Sale 2017 Applications and payment must be received by Monday, July 31 st, 2017, with the exception of Early Bird Payments due Friday, June 30th, A late fee will be incurred if received after this date. No applications will be accepted past Friday, August 11 th, Cheques can be made payable to Queen s Shinerama, and please indicate the name of your business in the memo section. All vendors that plan on selling or distributing food, drinks, and merchandise will be required to attach a photo of their certificate of insurance to the application. If food is to be sold or distributed at the event, a food permit will be required as an attachment at the time of registration. These can also be ed to asussidewalksale@gmail.com CONTACT: James Morden and Rebecca Dann Queen s Sidewalk Sale Coordinators asussidewalksale@gmail.com Leah Slater CARE Chair occare@asus.queensu.ca Conor Gallant - Head Gael asus_headgael@ams.queensu.ca

3 2.0 AGREEMENT AND CONTRACT 2.1 ARRIVAL TIME i. Set-up time will begin as early as 7:00 AM. ii. Participants must arrive at their designated time or they will not be permitted to drive motor vehicles into the street. 2.2 ATTENDANCE i. We cannot issue refunds regardless of the circumstances. All money raised will go directly to the Shinerama Foundation. In event of extreme weather, participants will be advised to leave for safety. However, no refunds will be issued. We advise participants to be prepared for variable weather, including rain. 2.3 ASUS EXPECTATIONS i. All participants must adhere to the values associated with Queen s University s Orientation Week online at i.e. alcohol-free, inclusive, and representative of safe and responsible conduct ii. We reserve the right to terminate your participation in this event should you fail to adhere to these values. This includes the sale or distribution of any apparel promoting alcohol, illegal products or products promoting illegal behaviour, and any offensive or harmful products. In the event of a breach of ASUS expectations, no refunds will be provided. 2.4 LIABILITIES i. Queen s University, the Arts and Science Undergraduate Society Orientation Committee 2017, and all other associates are not responsible for lost, stolen, or damaged property belonging to the participants. ii. The attainment of compulsory health permits and compliance with public health regulations is the responsibility of the participant. iii. Participants not licensed to sell Queen s branded merchandise may not do so. 2.5 LOCATION i. In order to secure a preferred location, participants must enrol in the Early Bird program ($40) by Friday, June 30, (As of Saturday, July 1st, 2017, Early Bird requests will no longer be accepted.) ii. If a participant does not receive a location that was indicated on their application form, the contact will be notified to confirm the alternate location. Please consult the map on our website under the Participate tab for more information.

4 2.6 BOOTH SPACES i. Each vendor will be provided with one (1) 6 x 4-foot booth in which all materials for the participant must fit. Participants may purchase an additional booth space. ii. Each space will include (1) table and (2) chairs. If you wish to rent extra chairs, additional costs will be incurred. All tables, chairs, and products must fit within the booth space. iii. If the participant s tent and/or equipment extend beyond the booth size, a second booth space must be purchased. 2.7 ADDITIONAL BOOTH SPACES i. You may incur extra costs ($250) if you wish to rent additional booth space, as indicated on the application form. ii. Each additional booth space will include (1) table and (2) chairs. 2.8 CLEANLINESS AND SUSTAINABILITY i. All participants are responsible for the maintenance and cleanliness of their own areas throughout and at the end of the event. Orientation coordinators will be picking up waste and recycling throughout the event. ii. All participants distributing paper goods will incur a sustainability fee of ($25). 2.9 NOISE i. Participants who plan on playing loud music (i.e. through any sound equipment) will incur a noise fee of ($25). Music played must follow ASUS guidelines ( and must not be offensive. ii. ASUS Orientation reserves the right to enforce lowering of volume at their discretion

5 2.10 INDEMNITY AND INSURANCE ASUS ORIENTATION WEEK 2017 All participants must assume responsibility for and agree to indemnify Queen s University, the Arts and Science Undergraduate Society and the Alma Mater Society of Queen s University and their respective officers, directors, employees, volunteers, and agents harmless from any liability or expense in connection with any and all claims arising from the activities of the participant. Each participant warrants that it has and shall maintain in full force and effect comprehensive general liability insurance which specifically covers the participant s activities in the Sidewalk Sale and names Queen s University, the Arts and Science Undergraduate Society and the Alma Mater Society of Queen s University as additional insureds and provide a certificate of insurance with their application. The ASUS Orientation Week Committee: i. Reserves the right to remove any participants from the grounds on the basis of non-compliance with: food restrictions; ASUS Orientation Week values ( all regulations outlined herein; and general offensive or problematic behaviour. ii. Reserves the right to give no refunds in such circumstances. All participants in Sidewalk Sale 2017 agree to: i. Follow all regulations outlined herein ii. Provide their own electrical power (including batteries, generators and required cords) iii. Make appropriate provisions for power requirements by their own volition

6 3.0 ASUS POLICY ON SANCTIONING AND SUPPORTING EXTERNAL GROUPS In accordance with the spirit and values of Queen s University and the Alma Mater Society: The Arts & Science Undergraduate Society shall always strive to be non-racist, non- sexist, nonhomophobic and otherwise inclusive and non-discriminatory. The Arts & Science Undergraduate Society opposes the presence within the Queen s University community of external groups that are exclusive in membership and have secret oaths or pledges. This includes, but is not limited to, fraternities and sororities. The Society acknowledges the right of students to enjoy membership in organizations off campus of their own choosing. However, no such organization shall be eligible to access any of the Society s resources. This includes, but is not limited to; the use of ASUS- sanctioned events and ASUS Orientation events to conduct any form of recruitment or promotion. External groups will have opportunities to utilize ASUS events for purposes including, but not limited to, recruitment and promotion during Orientation Week programming. Interested groups must comply with a mandatory application and screening process to ensure that their purposes align with the spirit and values of the Society, as outlined above. Applications for external groups to attend Shinerama s Sidewalk Sale must: 1. Include a detailed description of the group and their purpose; groups must also submit any material they wish to distribute at the event(s) for approval; 2. The applications will be first reviewed by the Orientation Coordinators organizing the respective events; 3. Once approved by the coordinators, the applications must be submitted to the Community Awareness Respect and Engagement (CARE) Chairs for approval; 4. Finally, the applications must be reviewed and signed off on by the President of the Arts and Science Undergraduate Society. External groups who breach the rules and regulations set forth above, in ways including, but not limited to, misleading or lying about their purposes or intentions, or attending event(s) without required permission, will: 1. Be permanently banned from all future ASUS and ASUS Orientation events; 2. Be escorted out of the event by Campus Security, or Orientation Coordinators in instances when Campus Security is unavailable; 3. Face the potential for further repercussions, legal or otherwise.

7 4.0 PRICING AND FEES For online registration and payment, please visit PARTICIPANT INFORMATION Business Name: Name of Contact Person: Phone: PRICING TABLE (purchasing a booth is mandatory as it is the space reserved for you)* FEES PRICING QUANTITY Early Bird Program (Invalid as of Saturday, July 1st 2017.) $ 40 Booth $ 250 Extra Booth (4 by 6 ) Extra Chairs $ 250 ea. $ 5 ea. Sustainability Fee $ 25 Noise Fee $ 25 Late Fee (Applicable from August 1st to August 11th) $ 50 TOTAL 4.3 LOCATION PREFERENCES (not guaranteed unless participating in the Early Bird program, in which case one of the three indicated locations is guaranteed.) Using the map found at please indicate your preferred section. Location #01: Location #02: Location #03:

8 5.0 APPLICATION FORM ASUS ORIENTATION WEEK Do you intend to play loud music in your space? YES NO A noise fee will be charged to your organization. 5.2 What do you intend to sell items for profit in this space? YES NO You must provide a picture of what you intend to sell for review. 5.3 Do you plan to distribute free merchandise in this space? YES NO 5.4 Do you intend to sell or give away Queen s branded merchandise? YES NO If yes, what is the name of your supplier? 5.5 i) Do you intend on selling or distributing food or drink? YES NO If yes, what will you be distributing? Note that Queen s is a plastic water-bottle free zone. 5.6 ii) Do you have your Certificate of Insurance attached? YES NO *required for vendors selling/distributing unpackaged food & Beverages. 5.7 ii) Do you have your health permit attached? YES NO *required if you plan on selling or distributing food 5.8 Do you wish to bring a tent that extends outside the booth boundaries? YES NO If your tent exceeds 6 by 4, please indicate the dimensions of your tent and the number of additional booth spaces purchased. 5.9 Do you have any concerns and/or special requirements? If yes, please indicate them below and we will try to accommodate as best we can.

9 6.0 CONTRACT AGREEMENT ASUS ORIENTATION WEEK 2017 If you have any questions about the conditions, please contact the coordinators for more information. If you have read the contract thoroughly, and understand all terms, please print the application and sign wear applicable and return to the Arts and Sciences Undergraduate Society Office at 183 University Avenue if you intend on submitting in person before the June 30 th, I/We (please print clearly), hereby acknowledge that I/We have read, understood, and agree with all above statements and will comply with them. I/We,, understand that failure to comply with all regulations outlined above will result in the termination of my/our participation in the Sidewalk Sale without refund. Signed: Date: If you have any concerns and/or special requirements, please fill out the bottom of page 8, or attach a sheet to your application or asussidewalksale@gmail.com. We will try to accommodate all requests to the best of our ability. Thank you for your participation and support, James Morden, Rebecca Dann, and Leah Slater Community Awareness, Respect, and Engagement Committee (CARE) Arts and Science Orientation Committee 2017 Queen s University

La Crosse PRIDE Fest Saturday, September 12, 2015

La Crosse PRIDE Fest Saturday, September 12, 2015 Riverside Park Downtown La Crosse, Wisconsin 10:30 am - 4:30 pm FREE and open to the public Vendor Application Mail applications and payment to: La Crosse