Fort Huachuca Community Spouses Club 2015 Fort Huachuca Holiday Bazaar November 14 15, 2015

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1 Fort Huachuca Community Spouses Club 2015 Fort Huachuca Holiday Bazaar November 14 15, 2015 July 6, 2015 Dear Vendor: The holiday season is just a few months away and you are invited to join us! The Fort Huachuca Community Spouses Club (FHCSC) is proud to once again sponsor a fundraising bazaar November 14 15, 2015 at Colonel Smith Middle School located at 5651 E. Smith Avenue on Fort Huachuca. Proceeds from our Holiday Bazaar, including those from the opportunity drawing, are contributed to the FHCSC Charitable and Scholarship Funds. We are so thankful to the Colonel Smith Middle School and the Fort Huachuca Accommodation Schools staff for inviting us to their campus for this event again this year. The school is new and state of the art. You will be impressed! We ask that you exhibit the greatest respect to and take great care of the campus while participating in the Holiday Bazaar. Last year was such a great success, we anticipate no less this year. The bazaar is open to the Fort Huachuca military community, consisting of approximately 20,000 30,000 active duty service members, retirees, civilian employees, contractors, and families, as well as the general public. Due to a recent review of Army regulations and policy regarding non profit organizations, the Fort Huachuca Community Spouses Club was required to change the venue of the Holiday Bazaar which resulted in a few changes in operation. All operational changes are noted below: 1) The venue will allow only 66 booths. In the past, more than 100 booths were available. Unfortunately, not all who apply or participated last year will have the opportunity this year. 2) We are offering four booth sizes in two locations the multi purpose room and the gym. The rooms are well connected via doors, hallways and an open stage. The booth sizes are: 10x12 for $140 (only one available); 10x10 for $135; 10x8 for $120; 10x6 for $100. A few electrical booths are available. The charge for electricity is an additional $10. 3) Set up for all vendors will be 4 10 p.m. on Friday, Nov. 13. You may NOT arrive early to set up as you will not be allowed on campus until all students, parents and buses have vacated the premises. 4) Artists, craftspeople, and commercial vendors will be juried into the bazaar. This will ensure that when patrons attend the bazaar this year, they can choose from a variety of exciting products. If you participated in past years, and submitted photos via , you may be required to submit again. We apologize but appreciate your patience with the transition. 5) Food and drink (except bottled water) are not allowed in the gym. You must step out of the gym to eat and drink anything other than water. We are inviting several food vendors this year who will set up outside. 6) Like last year, we are accepting credit cards as a form of payment for your booth fee. You will incur a $5 service fee to cover our bank fees. If paying by credit card, you may scan and your application. 7) ONE vendor/family application will be accepted for home based commercial businesses and booths will be assigned as space permits. (If one family operates more than one home based business, they may apply for only one booth.) Applications from vendors operating the same business will be considered on a first come, first served basis based upon the postmark date/time or date/time if paying by credit card. Be sure your envelope has a postmark on it. All home based commercial businesses MUST sell product in their booth allowing customers to take product home. You may also sell home parties and take orders for product not available in the booth, but you must have product available for purchases on both days of the bazaar. NO EXCEPTIONS Fort Huachuca Holiday Bazaar Page 1

2 Please read the information on the next few pages carefully. Applications without the complete information will NOT be processed until the information is received, i.e. no booth assignment. We will notify you via ASAP of any deficiencies. The Fort Huachuca Holiday Bazaar has operated for many years and is modeled after the hugely successful bazaars at military installations across Europe. A bazaar is typically a merchandising area where goods are sold with the majority of the goods handcrafted and sold by the artist, along with manufactured goods. At our bazaars, the diversity of the products and prices are what attracts consumers of all incomes. We advertise the bazaar as "an opportunity to find something for everyone on your holiday gift list" and "one stop shopping." Our most successful vendors are those who meet and greet the attendees and offer beautifully crafted and/or useful products at reasonable prices. Artists, crafters, and commercial vendors may apply by submitting a simple application form and submitting a sample of their work via web sites or digital or printed images. In order for your application to be complete, ed photos must be received on or before the arrival of the application. We are asking all vendors to apply, even if they have shown work before, to ensure a diverse and interesting bazaar. If we returned your 2014 photos per your request, you must submit photos with your 2015 application. The bazaar will be conducted for two days. Vendors are required to participate for the entire bazaar. Bazaar hours of operation are as follows: November 13, 2015: 4 10 p.m. Vendor Setup November 14, 2015: 9 a.m. 5 p.m. Bazaar Hours November 15, 2015: 11 a.m. 4 p.m. Bazaar Hours APPLICATION PROCESSING AND BOOTH ASSIGNMENT Booth Fees 10 x 12 $ x 10 $ x 8 $ x 6 $100 Electricity $10 per booth Food Vendors $135 OR 7% of sales (Outdoors) Only one corner booth per vendor. Maximum of two booths per arts/crafts vendor. (Not all vendors who request two booths will be accommodated. Two spaces will be approved on a case by case basis.) Commercial vendors are limited to one booth. Because this is still a relatively new venue, FHCSC cannot guarantee booth selection but will make every effort to accommodate your choice of size and location. Upon receipt of your application, the committee will review your application and photos, and confirm your acceptance and booth number, set up time, and door for unloading via as soon as possible. For the past few years, we have accepted most vendors and but turn away more and more each year due to the popularity of this event. This year is certainly no exception and we expect to turn away more than ever before due to our reduced space. In the event you are not accepted to participate this year, your check will be returned or destroyed. Your credit card will not be charged until you accept your booth. If you are accepted for participation and later find that you are unable to participate, vendors may, with committee approval, make arrangements for a comparable replacement vendor for the bazaar if notification is received no later than October 15, After October 15, the FHCSC will choose an appropriate substitute. In any event, refunds will not be given for cancellations except under extraordinary circumstances and on a case by case basis. Please notify the FHCSC as soon as possible for substitutions. VENDOR SETUP Vendor setup is 4 10 p.m. on Friday, November 13, You may arrive and unload at any time during those hours but must be set up by 10 p.m. You may NOT arrive early to set up as you will not be allowed on campus until all students, parents and buses have vacated the premises. Once you ve unloaded your vehicle at the designated door, please move your vehicle to the designated vendor parking area (to be determined ). Sunday, Nov. 15. FHCSC volunteers will assist if needed between 4 10 p.m. on Friday but are unavailable for heavy lifting (more than 40 pounds) Fort Huachuca Holiday Bazaar Page 2

3 THE BOOTH Booths are available in two locations: The multi purpose room and gymnasium. As mentioned above, no food or drink is allowed in the gymnasium except bottled water. Because the multi purpose room is amphitheater style with four levels, booths 1 9 are low profile and may not have a top. A single space measures 10 x 12 (one available), 10 x 10 (41 available), 10 x 8 (18 available) or 10 x 6 (six available). Vendors possessing specialized display items are required to conform to these dimensions or pay for a double space. Space measurements will be strictly enforced. We respectfully request that vendors show one another the greatest regard in honoring these stipulations by being mindful that individual displays do not visually inhibit or physically encroach upon others. VENDORS AND PRODUCTS 1. Vendors may not offer for sale any bake sale food items. All edible items must be unique to the vendor, must be approved through the application process, and must be packaged and prepared in accordance with state, county and city laws and regulations, including a list of all ingredients on the label and contact information of preparer/manufacturer on the label. 2. In an effort to limit duplication of offered products, applications will require a complete description of your product along with the price range as well as photographs (printed or sent digitally) and reference to your web site or Facebook page, if applicable. You will only be allowed to sell the items noted in your description. If you add a product line from the time you submit your application and the bazaar, you must get permission to sell the new item. 3. Because of the diversity of jewelry designs, processes and prices, many jewelry makers/vendors apply for the bazaar. Unfortunately, as in previous years, not all jewelry vendors will be accommodated. 4. Vendors promoting a service oriented business (such as photography) must also sell product in the booth (such as photos, photo postcards and notecards, etc.) or share a booth with a product vendor. 5. Vendors are required to supply their own cash boxes, change and securing of monies/valuables. The FHCSC will not cash checks or provide change. 6. Vendors assume responsibility for reporting all taxable earnings. 7. ONE vendor/family application will be accepted for home based commercial businesses and booths will be assigned as space permits. (If one family operates more than one home based business, they may apply for only one booth.) Applications from vendors operating the same business will be considered on a first come, first served basis based upon the postmark date/time or date/time if paying by credit card. Be sure your envelope has a postmark on it. All home based commercial businesses MUST sell product in their booth allowing customers to take product home. You may also sell home parties and take orders for product not available in the booth, but you must have product available for purchases on both days of the bazaar. NO EXCEPTIONS. OPPORTUNITY DRAWING AND DONATION WHY WE ARE HERE The FHCSC respectfully requests a donation (a minimum $25 value) of one item per vendor for our opportunity drawing. Please bear in mind the purpose of our bazaar in partnership with YOU is to assist the Fort Huachuca military community and those who serve our country. We appreciate your partnership with us! Your information and bazaar location will be attached to your prize and we will announce your business name and booth number along with a short advertisement of your choice. This is an opportunity to attract shoppers to your booth. Again, 100% of the proceeds from our Holiday Bazaar, including those from the opportunity drawing, are contributed to the FHCSC Charitable and Scholarship Funds Fort Huachuca Holiday Bazaar Page 3

4 ADVERTISING The bazaar will be aggressively advertised in newspapers, newsletters, radio and social media throughout Cochise/Pima County, in addition to the Fort Huachuca cable channel. Vendors will receive an of the event flyer to distribute in their community by October 1, AT THE END OF THE BAZAAR PATIENCE, PLEASE Vendors will comply with established bazaar hours of operation as stated above. Early dismantling poses a safety concern for our customers (both inside and outside the venue) and is strictly prohibited. As we approach the close of the event, we ask that you DO NOT begin to pack up before 4 p.m. and do not pull your car up to the unloading doors until you are ready to load your car. Vendors needing volunteer assistance will be allowed access to the loading doors on a first come, first served basis AFTER your booth is packed up. Those not needing assistance from the volunteers or direct access to the loading doors, will park outside the loading area in the designated area. Since this is a newer venue, we must work together to get everyone out safely. Please be patient and kind, especially to our FHCSC volunteers. We look forward to a smooth conclusion to the Bazaar and strive to make it enjoyable for all. Please be patient with those needing extra time or space to pack their belongings and vehicles. SAFETY, SECURITY AND ELECTRICITY Fort Huachuca Accommodation Schools and Colonel Smith Middle School personnel, U.S. Army Garrison Fort Huachuca, Fort Huachuca Community Spouses Club volunteers, and Soldier volunteers are not responsible nor will we reimburse for any broken, stolen or lost items (personal, product and booth equipment). Furthermore, the Accommodation Schools, Colonel Smith Middle School, FHCSC, and the USAG Fort Huachuca are not responsible for any damage to vehicles, storage items, equipment, product and boxes during the booth setup, teardown and the duration of the bazaar. Fort Huachuca Regulation , Section 8 8, electrical hazards states extension cords will not be used to service appliance or fixtures outside the room in which the fixed convenience outlet or fixture outlet is located. Under no circumstances will an extension or electrical cord be spliced. No more than one extension cord will be used for each electrical plug. The FHCSC and Colonel Smith Middle School do not supply extension cords. Please bring an extension cord at least 50 in length as the location of the outlets may not be in close proximity to your booth. Cords will not be fastened to ceilings, rafters, beams, partitions, walls, doors, windows or placed under rugs or similar locations where they may be subject to damage. All extension cords will bear the Underwriters Laboratories seal of approval. An extension cord will not be smaller than the appliance cord to which it is connected. Extension cords will be one continuous length. Electricity is available for a fee of $10 per booth (one plug per booth.) Request for electricity must be completed on the bazaar registration form. Vendor booths with electricity are limited and will be given on a first come, first served basis. See attached venue maps. PLEASE, PLEASE, PLEASE DO NOT APPLY FOR AN ELECTRICAL BOOTH IF YOU DO NOT REQUIRE ONE. Electrical booths will not be provided if you only need the electricity to power your laptop/pos system. Electrical booths are assigned to those who sell electrical products; require electricity to light product; or require electricity to present samples to shoppers. Vendors requesting two electrical booths must purchase electricity for both booths. Please note on your application your specific need for electricity, i.e. display lighting, electrical products, refrigerated products, etc. Individual plugs are not to be overloaded as this causes a fire hazard and may potentially trip the main circuit breakers. The FHCSC, Accommodation Schools, Colonel Smith Middle School, and USAG Fort Huachuca will not be responsible for damage or fire of any vendor person/property incurred as a result of an unauthorized/faulty extension cord. ENTRANCE TO FORT HUACHUCA Beginning 3 August 2015, visitors, contractors and vendors 18 years and older, entering Fort Huachuca, who do not have valid DoD identification (card common access card, Military ID, Military Dependent ID, Gold Star ID) will be subject to a background check and issued an installation access badge for entry to the installation. To complete a background check and be issued an installation access badge you must go to the Visitor Control Center (VCC) located at Fort Huachuca Holiday Bazaar Page 4

5 the Fort Huachuca Van Deman Gate and complete an access request form. Contractors and vendors requiring long term access (over 30 days) will require a government sponsor. Visitors/vendors seeking short term access (less than 30 days) do not require a government sponsor. In either case all applicants undergo a background check. The operator of all motor vehicles are required a valid driver s license, valid registration, and proof of insurance. In the event you are pulled over for a traffic violation while on the installation all required documents must be immediately available. Failure to present these documents may result in a traffic citation. Please adjust your travel schedule accordingly in order to allow time to request an installation access badge and in the event you are required to undergo a vehicle search. The FHCSC is not responsible for traffic/vehicle infractions incurred while on the installation. Please note, Fort Huachuca has a strict no talking on a handheld/cell phone device while operating a motor vehicle policy. Drivers must utilize a hands free device (earplug/bluetooth) when using a cell phone on Fort Huachuca. Further information on access to the installation can be obtained at If you have any questions, please feel free to contact the bazaar chair, Mary Salmond, via (Subject: 2015 Holiday Bazaar) fthcommspousesclub@gmail.com. Again, thank you for your participation in the 2015 Fort Huachuca Holiday Bazaar. We look forward to working with you! Sincerely, Mary Salmond Rebecca Alwine Chair President 2015 Fort Huachuca Holiday Bazaar Fort Huachuca Community Spouses Club Fort Huachuca Holiday Bazaar Page 5

6 Fort Huachuca Holiday Bazaar Page 6

7 Fort Huachuca Holiday Bazaar Page 7 VENDOR APPLICATION

8 2015 Fort Huachuca Holiday Bazaar Saturday, November 14, 2015, 9 a.m. 5 p.m. Sunday, November 15, 2015, 11 a.m. 4 p.m. Colonel Smith Middle School, Fort Huachuca, AZ APPLICATION MUST BE COMPLETED IN FULL OR APPLICATION WILL NOT BE PROCESSED AND BOOTH WILL NOT BE ASSIGNED UNTIL APPLICATION IS COMPLETE. BE SURE TO COMPLETE AND SUBMIT BOTH PAGES. Please type/print clearly Name: Phone: (H) Address: Phone: (Cell) City: State Zip Address: Web Site URL (if applicable) Vendor Description (Product/Business Name, product description, booth description) Please note: Selling counterfeit brands is strictly prohibited. Price range of products: $ to $ BOOTH SELECTION FHCSC cannot guarantee booth selection but every effort will be made to accommodate your choice. Multi Purpose Room Booth size: 10 x12 (One available) $ x10 $135 Two 10 x10 $ x8 $ x6 $100 Two 10 x6 $200 Electricity $10 per booth OR 1 st Choice Booth Number(s) 2 nd Choice Booth Number(s) Gymnasium Booth size: 10 x10 $135 Two 10 x10 $270 (No food or drink 10 x8 except bottled water) Electricity $10 per booth 1 st Choice Booth Number(s) 2 nd Choice Booth Number(s) Food Vendor $135 (inside foyer) $50 (sidewalk/food truck) Electricity $ Fort Huachuca Holiday Bazaar Page 8

Food Vendor is responsible for signage, price lists, preparation and serving surfaces, cooking/serving equipment and materials, including but not limited to napkins, plastic ware, paper plates,

9 Food Vendor is responsible for signage, price lists, preparation and serving surfaces, cooking/serving equipment and materials, including but not limited to napkins, plastic ware, paper plates, utensils, and trash receptacle, if used. Power is available indoors for an additional $10. **Only 1 space is available inside** Describe your electrical requirement, if applicable: PAYMENT TOTAL ENCLOSED $ + $5 credit card fee (if applicable) Make checks and money orders payable to FHCSC. Mail application to address below (USPS). Or, pay by Visa or MasterCard ($5 additional fee). Scan and application to address below or mail (USPS). Please print clearly: CC# Expiration Date / CCV# Name on card I have carefully read and agree to the terms defined in the enclosed contract/vendor letter for participation in the 2015 Fort Huachuca Holiday Bazaar. I understand that reservation of my booth is determined by the bazaar committee and not previous attendance. I also understand there are no refunds given if I do not attend. I also guarantee that my products for sale do not include counterfeit brands or knock offs. I agree to set up on Nov. 13, 4 10 p.m., participate in the bazaar as noted above, Sat., Nov. 14, 9 a.m. 5 p.m., and Sunday, Nov. 15, 11 a.m. 4 p.m., and will not begin tearing down my booth until after 4 p.m. on Sunday, Nov. 15. Under no circumstances will I abandon my booth by leaving early or arriving late on either day. I understand that FHCSC cannot guarantee my participation in the bazaar. Print Name Signature Date Vendor Checklist COMPLETED Application PAYMENT. Checks payable to FHCSC (Cashier/Personal/Business Check or Money Orders) Or credit card information printed clearly. Business Card or Business Brochure if available Product photos. Or, to fthcommspousesclub@gmail.com Mail To 2015 Bazaar Chair FHCSC P.O. Box Fort Huachuca, AZ Fort Huachuca Holiday Bazaar Page 9

2018 Festival in the Park - Craft/Art Vendor Application

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