London Bridge Renaissance Faire March 9, 10, & 11, 2018 VENDOR BOOTH RULES & REGULATIONS Hear ye, hear ye! Come one, come all! The Renaissance Faire is coming! The Renaissance Faire is coming! The 3 rd annual London Bridge Renaissance Faire is returning to Lake Havasu! The 2018 London Bridge Renaissance Faire (LBRF) will take place March 9-11. Friday and Saturday hours will be 10:00am-6:00pm. Sunday hours will be 10:00am-4:00pm.The Faire will be held at a new location: SARA (Special Activities and Recreation Area) Park Rodeo Grounds, 7200 Dub Campbell Pkwy, Lake Havasu City, AZ, 86406. The SARA Park Entrance is at 1799 S McCulloch Blvd. As a potential participant in the 2018 London Bridge Renaissance Faire, please read through this guide to familiarize yourself with our expectations for vendors and to answer any questions you may have. 1. LBRF DATES AND HOURS OF OPERATION: March 9, 2018 (Friday) 10:00 am 6:00 pm March 10, 2018 (Saturday) 10:00 am 6:00 pm March 11, 2018 (Sunday) 10:00 am 4:00 pm 2. LBRF ORGANIZING COMMITTEE CONTACT INFORMATION: Email: Info@londonbridgerenfaire.com Phone: 928-846-7093 Mail: London Bridge Renaissance Faire, 2690 Edgewood Drive, Lake Havasu City, AZ 86406 Vendor Coordinator: Patricia 3. APPLICATION ACCEPTANCE/DEADLINE: The Vendor Committee will review applications in the order in which they are received. Your application will not be considered unless payment is included with your submission. In an effort to avoid excessive vendor product duplication, the date of application receipt may be used to determine individual vendor category selection. A limited number of vendor booths are available. The vendor application process will be closed once these slots are filled. The final application deadline is January 10, 2018. 4. LIABILITY INDEMNITY: Vendor covenants to protect, defend, hold harmless and indemnify the London Bridge Renaissance Faire Organizing Committee, SARA Park, their directors, officers, agents, employees and members, from and against any and all expenses, claims, actions, liabilities, attorney s fee, damages and losses of any kind whatsoever, actual or alleged, resulting from or connected with the participation as a vendor at the London Bridge Renaissance Faire (LBRF). The above parties shall not be liable for any loss or damage to any merchandise or personal property in or about the vendor s booth space, regardless of the cause of such loss or damage.
2018 London Bridge Renaissance Faire Vendor Booth Rules & Regulations Page 2 of 4 5. INSURANCE / LICENSURE / PERMIT REQUIREMENTS: a. DO NOT submit any of your required paperwork to the London Bridge Renaissance Faire Organizing Committee. DO make sure you have all your required paperwork available in your booth for inspection during the event. b. Certificate of Insurance: Vendors must provide a Certificate of Insurance naming the London Bridge Renaissance Faire Committee as an Additional Insured on their policy, with a minimum of $1,000,000 per occurrence. A Certificate of Insurance may be obtained from your insurance company, or through your homeowner s insurance policy as an endorsement. This will be mandatory and enforced prior to the event. c. City Business License: All business license applications must be presented, either in person at the Business License Department counter located at City Hall 2330 McCulloch Blvd. N Lake Havasu City, AZ 86403 or you may mail in a completed application with payment in the form of check, money order or cashier s check to Lake Havasu City Business License Dept. 2330 McCulloch Blvd. N Lake Havasu City, AZ 86403. Please keep in mind that to be in compliance for an event, all applications must be processed prior to the event. During the faire, each vendor must display either their current Lake Havasu City Business License or Temporary Special Event Business License in their booth space (the city will be checking on this). For more information, the Lake Havasu City Business License office can be reached at 928-453-4153. d. Sales Tax License: All faire vendors are required to hold a current Arizona Sales Tax (Resale) License. More information on the Sales Tax License can be found at http://www.azdor.gov or call 602-255-2060. e. Health Permit: All food vendors must also be in possession of a current Mohave County Health Permit. More information on County Health Permits can be found at http://www.co.mohave.az.us or call 928-757-0901. f. Fire Department Permit: Tents/Booths in excess of 200 sq ft and canopies in excess of 400 sq ft are required to obtain a LHC Fire Department permit. More information on the Fire Department Permit can be found by calling 928-453-3313. g. No Exceptions Required: The above requirements are your responsibility. Failure to comply with the above requirements will result in removal from the venue and no refund will be made if cited. 6. VENDOR BOOTH ASSIGNMENTS: Vendor Booth Spaces will be assigned on a First Paid in full, first assigned basis. Be advised that unexpected logistical issues may require relocation of booth spaces. 7. BOOTH SETUP AND TEARDOWN: a. Setup: Approximately one week in advance of the event, vendors will be provided a time slot for their arrival at the event grounds on Wednesday (March 7 th ) or Thursday (March 8 th ) for setup. These slots will be 30 minutes in length and start at 9:00am. We ask that you plan to arrive within the 30 minute period assigned. Two weeks prior to the event, please send, via email to the Vendor Coordinator, any time constraints for arrival to aid us in scheduling. We will do our best to accommodate any special requests. Upon arrival, you will receive vendor wristbands and parking tags. We will have escorts available to take you to your site, and answer any questions you may have. Slot assignments are based on size of booth (as detailed in the sketch provided on your application), electrical needs, and location. By assigning this way, we hope to avoid multiple vendors within a
2018 London Bridge Renaissance Faire Vendor Booth Rules & Regulations Page 3 of 4 given area attempting to set up at the same time. If you arrive later than your slot, we will attempt to place you after those in the current time slot have been positioned. We will not ask adjacent vendors to move for late comers. Please be considerate of other vendors who are already set up. Vendors must provide any ground cover required to avoid damage to the grounds, and remove the same at the conclusion of the event. b. Teardown: Vendors may begin teardown no sooner than 4:00 pm on Sunday, March 11, 2018. VENDORS MUST BE OFF THE FAIRE GROUNDS BY 7:00 PM ON MARCH 11, 2018. Labor for setup and teardown is the responsibility of the vendor and is not provided by the LBRF. Those who do not comply with this policy will not be asked to participate in future faires. All food vendors are responsible for the removal of their grease or any charcoal and/or ashes from the faire grounds. Dumping of grease or charcoal and/or hot ashes in faire disposal containers or on the faire grounds is prohibited. Grease or burn marks will not be tolerated and will result in forfeit of deposit or additional assessment of damages. Boxes must be broken down and all trash must be taken to the dumpsters provided. Food Vendor s booth sites will be inspected before cleared to receive any booth deposits. c. Power: We will do everything we can to make sure your power is up and running during event hours; however, power is provided by generators at the event which always come with complications, so please be patient and ready for outages during the first hour as everyone turns on their appliances. Electrical power is limited to 110v/15amp for non-food vendors, and will only be available for non-food vendors from 8:00 am until 6:00 pm. Food vendors will have power 24 hours for refrigerated items. You must supply your own cords and connectors (120v, 15 amp, 3-wire cord connector, straight blade with U ground). Food Vendors: a limited number of 220v/50 amp outlets are available on a first come, first served basis. You must supply your own cords and connectors to match our NEMA 14-50 R 4-wire receptacle rated at 125/250v, which is standard electric range type of receptacle. The LBRF will not have any cords and/or connectors available. If you apply for a 220v/50 amp outlet and the available spots are sold out, we will notify you upon receipt of your application. Please note: 220v/50 amp is only available in the food court area. The number of 110v/15 amp or 220v/50 amp outlets you purchase will determine how many outlets you may use. This event will have zero tolerance for vendors who attempt to use more electrical outlets than what they paid for. Vendors who pay for electricity will be issued an electricity tag. This tag must be displayed prominently at the end of your cord at the power source. If you use electricity during the event without a tag, we are left with no choice but to fine you and disconnect your power source. Since applications will be processed in the order they are received and by the type of food served, we encourage you to submit your application as soon as possible. Due to the selected number of food vendors for the LBRF, it is especially important to apply early. If you are not selected for this year s event, you will be issued a full refund. d. Water/Ice: Limited water will be available onsite. Dumping of waste water inside the event area will not be permitted. It will be each vendor s responsibility to haul in their own fresh water, and dispose of their waste water at the appropriate dump site. e. Trash: Each vendor is responsible for the removal and disposal of all materials, litter (including cigarette butts), garbage, including boxes, (broken down) and signs. The LBRF will provide dumpsters. 8. FOOD COURT: The LBRF will include a Food Court, where food vendors will all have an equal chance to attract customers. This includes a central area with tables and chairs for food consumption.
2018 London Bridge Renaissance Faire Vendor Booth Rules & Regulations Page 4 of 4 9. VENDOR HOURS: All vendors are required to remain open from 10:00 am until 6:00 pm on Friday and Saturday, and from 10:00 am until 4:00 pm on Sunday. NOTE: Food vendors not offering breakfast items may open at 11:00 am on Friday, Saturday, and Sunday. 10. VENDOR SPACE AND CONDUCT: a. Booths: All vendors must have weights or stakes for any canopies in use. Please ensure that all four corners of your canopy have weights of at least 50 lbs attached or are staked in such a way as to not cause a tripping hazard or infringe upon your neighbor s space. If high winds develop, all vendors must take action to minimize damage and risk to attendees. Vendors agree to see that their booth is staffed with sufficient people during the scheduled hours of the festivities. There will be no live animals brought onto the faire grounds at any time with the exception of animals trained and used for medical reasons or law enforcement (specifically service animals as defined in the American s with Disabilities Act). Vendor acknowledges that it is unlawful to leave unattended pets inside a vehicle. Vendors will not bring onto the faire grounds any alcoholic beverages. Booth sharing is not allowed. All vendors need to purchase their own booth spaces and obtain their own business licenses. Vendors sharing booths will not be asked to participate in future faires. The use of any sound devices must be at conversational level so as not to interfere with neighboring vendors. The LBRF Organizing Committee expects our vendors to be respectful of other vendors, volunteers, as well as our citizens and guests enjoying the LBRF. Anyone behaving in a rude or unprofessional manner may be asked to leave and will not be asked to participate in future faires. b. Parking/Admission: Vendors will be issued two entry passes to gain admittance to the LBRF grounds and must park in designated parking areas. We will provide a Vendor Parking Tag for one vehicle. This tag must be present to avoid towing. Once the event starts, vehicle movement is not allowed within the faire grounds between 8:45 am and 6:15 pm, except for emergencies. For the safety of our guests, a security escort will be required in the event of an emergency. Vendors must enter at designated gates. Overnight parking is permitted in designated vendor zones only. c. Safety: If using equipment that produces heat or flame, such as cooking equipment or propane gas, you must have a type 2A10BC Fire Extinguisher on site that is full and has been serviced in the last twelve months with the tag of the service company. All fire codes, laws, ordinances and regulations pertaining to health, fire prevention and public safety shall be strictly observed. See the attached Fire Safety Requirements for Special Event Exhibitors and Food Concessionaires. Vendors closed by an inspector for any reason will not receive a refund. Note: Food vendors are not allowed under fire code to cook with oil inside any tents or canopies. d. Security: Security will be on site, but will not be provided for individual booths. If you leave your merchandise overnight at the faire site, you will be doing so at your own risk. e. Contact Information: All vendors must provide a phone number that will allow for 24 hour emergency contact. Corporate and 800 numbers do not meet this requirement. We look forward to seeing you at the event!
2018 LONDON BRIDGE RENAISSANCE FAIRE VENDOR APPLICATION & CONTRACT GENERAL EVENT INFORMATION DATES & TIMES Friday, March 9, 2018 10:00am to 6:00pm Saturday, March 10, 2018 10:00am to 6:00pm Sunday, March 11, 2018 10:00am to 4:00pm EVENT LOCATION SARA Park Rodeo Grounds 7200 Dub Campbell Pkwy, Lake Havasu City, AZ 86406 VENDOR INFORMATION Vendor Name (as listed on website & in Event Program): Contact Name: Mailing Address: City, State, Zip: Contact Phone Number: Email Address: 24 Hour Emergency Contact Name & Phone # During Event: ELECTRICITY MAIL COMPLETED APPLICATION TO London Bridge Renaissance Faire 2690 Edgewood Drive Lake Havasu City AZ 86406 CONTACT INFORMATION info@londonbridgerenfaire.com 928-846-7093 Not for Profit: Charities with a designated IRS nonprofit status Arts & Crafts: Hand-make/create/assemble/manufacture at least 70% of the finished product Commercial: Retail, advertising and non-handmade items Food: Make fresh food on site List all items being sold (menu items and/or product list): VENDOR BOOTH SPACE (Prices are for full 3-day event)(commercial/food and Arts & Crafts booth sizes are 15' deep) COMMERCIAL/FOOD ARTS & CRAFTS NOT FOR PROFIT (10 wide x 10 deep) No electricity needed # of 110/15 amp plugs @ $60 each: # of 220/50 amp plugs @ $90 each: Only food vendors may use generators. 10 wide: $300 20 wide: $400 30 wide: $500 40 wide: $550 Use the space to the right to explain or sketch your actual booth size requirements, including length, width, & booth orientation. This information will be used to verify the accuracy of your booth charge, as well as for booth placement at the venue. APPLICATION WILL BE MARKED INCOMPLETE WITHOUT THIS DETAIL. 10 wide: $200 Local LHC Based: Free with 20 wide: $250 approved application & insurance 30 wide: $300 Not LHC Based: $25 40 wide: $350 VENDOR PAYMENT Booth Price: $ Payment must be included with the submission of your application: Electricity: $ Check included, made payable to: London Bridge Renaissance Faire Refundable Deposit (Food Vendor only) $ 150.00 B By credit card through PayPal invoice (include 6% processing fee), Total amount due: $ sent to this email address: EXHIBITOR REQUIREMENTS IMPORTANT NOTICE: The Vendor Committee will review applications in the order in which they are received. In an effort to avoid excessive vendor product duplication, the date of application receipt may be used to determine individual vendor category selection. You will be notified via email if you have been accepted as a vendor for this event. Once notified, we expect you, in ample time before the event, to secure the following: 1) Insurance; 2) Lake Havasu City Special Permit; 3) Arizona State Sales Tax License; and if you are a food vendor, 4) Mohave County Health Permit. By signing this form you state you understand these requirements. Vendors closed by an inspector for any reason will not receive a refund. If you are not accepted as a vendor at this year s event, you will be notified via email and will be issued a full refund at that time. APPLICATION DEADLINE IS JANUARY 10, 2018 CANCELLATIONS: The LBRF Committee must be notified of cancellations in writing no later than January 10, 2018 in order to receive a full refund (minus $35.00 processing fees), and by January 25, 2018 for a 50% refund (minus $35.00 processing fees). Any cancellations made after January 25, 2018 will not be eligible for a refund. The London Bridge Renaissance Faire is a rain or shine outdoor event, and as such, may be vulnerable to weather. Vendors understand that fees are not refundable due to inclement weather, interruptions in the faire schedule due to weather, dangerous conditions, acts or threats of terrorism, acts of god, natural disaster, or war. I hereby state that I have read all the Vendor Rules and Regulations, and the LHC Fire Department Safety Requirements in this packet and agree to abide by all rules or risk being removed from this show and/or excluded from future shows. I understand that this is an agreement made between me and the London Bridge Renaissance Faire Committee. I am the authorized vendor listed on the application, and all information has been completed to the best of my knowledge. Vendor Name Vendor Signature Date