VENDOR APPLICATION & CONTRACT 2018 Sierra Nevada Lavender & Honey Festival Sunday, June 24, 2018, 10 a.m. 8 p.m. Downtown Sparks: Victorian Ave. from Pyramid Hwy to 10th St. All applications will be reviewed and juried by the Festival Committee. You will be notified upon approval. BOOTH FEES 10 x 10 or 10 x 20. No booths larger than 10 x 20 - No exceptions $50/100 Lavender, agricultural & honey producers (you must be the lavender grower or honey producer) $75/150 Artisan/Packaged Food (made by the vendor) $150/300 Retail merchandise or packaged food (not made by vendor) (limited-cannot compete with lavender and/or honey products) $75 Food Prepared on-site (booth size dependent on set-up) $50 501c3 Nonprofit (limited) (10 x 10 ) ADDITIONAL FEES $20 Electricity for booth (must bring own cord and cord covers or industrial tape) $15 All vendors except lavender & honey vendors - Sparks Temporary Business License $55 Prepared Food Vendors - Sparks Temporary Business License $30 Sandbag Rental. We will provide you with four sandbags. SOCIAL NETWORKING Please share our event and let your customers know where to find you! The Facebook page is active. FACEBOOK: Sierra NV Lavender & Honey Festival TWITTER/INSTAGRAM: @39NorthDowntown WEBSITE: www.lavenderandhoneyfest.com Please contact us with any questions. We look forward to working with you to create a successful event! Ann Louhela ann.louhela@wnc.edu, 775-250-1339 (lavender & honey vendors) Angela Handler angela@39northdowntown.com, 775-690-2581 (artisan, food, retail & nonprofit vendors) Nevada Dept. of Taxation 1-866-962-3707 Washoe County Health Dept. 775-328-2434 1
VENDOR REQUIREMENTS All applications will be reviewed and juried by the Festival Committee for quality of product and appropriateness to event. You will be notified upon approval. ALL VENDORS are required to submit a completed, signed Contract and Hold Harmless/Indemnification Agreement and signed City of Sparks Vendor Agreement. Lavender, Honey and Other Agricultural Producers Vendor must grow or produce the product that he/she sells and provide proof from a state certifying agency. Artisan/Crafter Applicant must have created, sewn, constructed, or otherwise fashioned from component materials the item(s) he/she sells. The component materials must be sufficiently modified from their original state to demonstrate fine craftsmanship. Photographs or sample products may be required. Buy/sell products are prohibited for artisan/crafter vendors. City of Sparks Business License (Temporary permit for $15 per day if you do not have a Sparks license) State of Nevada Tax ID Retail City of Sparks Business License (Temporary permit for $15 per day if you do not have a Sparks license) State of Nevada Tax ID Food Packaged or Prepared On-site City of Sparks Business License (Temporary permit $15 per day for packaged food, $55 per day for Prepared On-site Food if you do not have a Sparks license) State of Nevada Tax ID Signed City of Sparks Vendor Agreement Washoe County Health Permit - for all food prepared on-site Washoe County Sampling Permit for packaged food vendors sampling product Proof of product liability insurance, minimum of $1,000,000. Nonprofit Proof of nonprofit status 2
RULES & REGULATIONS SETUP/BREAKDOWN A site map with vendor s assigned booth space will be emailed prior to the event. Setup begins at 7:00 a.m. and must be completed by 9:30 a.m. for inspections. Tent must be weighted and tied down on all four sides. This is a requirement. If you need to rent sands bags, please fill out the section under Fees. Only four vehicles are allowed in event area at a time between 7:30-9:30 a.m. After 9:30, no vehicles will be allowed in event area. If longer set up time is needed, please advise. Vendors are NOT ALLOWED to breakdown and leave the event from 10 a.m. 8 p.m., regardless of circumstances, i.e., broken equipment, emergencies, or sold-out product. Vendor will be fined $50 for infraction of this rule. This will be enforced, and by signing this agreement vendor acknowledges the penalty. Breakdown starts at 8 p.m. Vendors must leave area cleaned by 8 p.m. Only four vehicles are allowed in event area at a time. ELECTRICITY Vendor must notify Angela Handler in advance if electricity is needed at least two weeks prior to event day and will be charged $20 per event for electricity. Vendor must bring own extension cord and tape down the cord to prevent tripping. Food Trucks/Vendors must be self-sustaining. If a generator is needed for the booth, the vendor must provide it and notify Angela in advance. All generators must be approved and closed off with barricades. Gasoline cans and filling are NOT allowed on site. Vendors will be fined $50 on-site if caught plugged into City of Sparks power without prior authorization. This will be enforced, and by signing this agreement vendor acknowledges the penalty. TRASH Do not dump your trash in City of Sparks trash cans. Pack in, pack out. We like our city clean! No liquids of any kind (gray water, ice water, etc.) may be dumped in flower beds or down storm drains. First occurrence will result in a $50 fine on-site; second occurrence will result in contract termination and expulsion from the event. This will be enforced, and by signing this agreement vendor acknowledges the penalty. SMOKING Do not smoke in or around your booth. This is for both safety and professionalism to your clients and your fellow vendors. SERVING: Food is to be served from your booth only. Sampling requires a Washoe County Health Dept. Sampling Permit. If serving samples, you must provide your own hand washing station. DAMAGES SNL&HF is not held liable for damages caused by an individual vendor. Vendor is held responsible for any monetary damages that may occur. SNL&HF is also not held liable for any loss, damage, or theft of any vendors vehicles or property that occurs from 7:00 a.m. setup - 5:00 p.m. breakdown. CANCELLATIONS: 39 North is to be notified VIA text or email of any vendor cancellations. Please contact Angela Handler 775-690-2581 angela@39northdowntown.com for cancellations. If Vendor cancels after 5:00 p.m. on Monday, June 19, fees for the event will be forfeited. No exceptions. If Vendor has paid in advance and wishes to withdraw before June 19, written notice must be received and Vendor will receive a 50% refund. KEEP THE ABOVE PAGES FOR YOUR REFERANCE Sierra Nevada Lavender & Honey Festival 3
CONTRACT - Sierra Nevada Lavender & Honey Festival The contract must be completed in full and signed. VENDOR NAME: CONTACT ON SITE: _ ADDRESS: CITY: STATE: ZIP CODE: BUSINESS PHONE: EMAIL: CELL PHONE: Business license is not required for agricultural producers including lavender and honey vendors. CITY OF SPARKS BUSINESS LICENSE: If you do not have a City of Sparks Business License, we can provide you a temporary permit for $15 per day for artisan/packaged food/retail sales and $55 per day for prepared on-site food sales. NV TAX ID: If you do not have a NV Tax ID and have taxable items, a one-day temporary ID will be provided at event. FEES 10 x 10 or 10 x 20. No booths larger than 10 x 20 - No exceptions (MARK APPLICABLE) Must be paid by June 1 50/100 Lavender, honey and other agricultural producers 75/150 Artisan/Packaged Food (made by the vendor) $75 Food Prepared On-site $150/300 Retail (limited) $50 501c3 Nonprofit (limited spaces) $20 $15 $55 $30 Electricity for booth (must bring own cord and cord covers or industrial tape) Retail Vendors - Sparks Temporary Business License Prepared Food Vendors - Sparks Temporary Business License Sandbag rental. We will provide you with four sandbags. Applicant may only sell items or distribute information as listed on the application and approved by the Festival Committee. Provide a concise description of items to be sold, information that will be passed out, anything that applies to your booth. Be specific. PAYMENT (If not paid in full, this must be filled out, no AMEX. Credit cards for event will be charged two weeks prior to the event date.) CHECK MAKE PAYABLE TO: NAME ON CARD CHARGE FULL AMOUNT OF $ 39 NORTH DOWNTOWN CARD NUMBER: TYPE_ EXP: CVV: BILLING ZIP CODE: BRING OR SEND APPLICATION AND ATTACHMENTS VIA USPS OR E-MAIL: 39 North Downtown, ATTN: Angela Handler, 972 East Greg St., Sparks, NV 89431 ANGELA@39NORTHDOWNTOWN.COM 4
HOLD HARMLESS / INDEMNIFICATION AGREEMENT SIERRA NEVADA LAVENDER & HONEY FESTIVAL In consideration of the Sierra Nevada Lavender & Honey Festival acceptance of the applicant s ( Applicant ) application to participate in the Sierra Nevada Lavender & Honey Festival, ( Event ), the Applicant (its officers, directors, agents, employees, representatives, and/or members) agrees to indemnify, hold harmless, protect, and defend 39 North Downtown and Western Nevada College, as well as entities agents, employees, and/or representatives, from and against any and all loss, claim of loss, injury (including, but not limited to, personal injury), damage (including, but not limited to, property damage), liability, or other expense (including, but not limited to, reasonable attorneys fees and court costs), claimed by or resulting from a claim by a third party or the Applicant (or any officer, director, agent, employee, representative, and/or member of the Applicant), that arises out of, or is in any manner, related to any act or failure to act by the Applicant (its officers, directors, agents, employees, representatives, and/or members) in connection with the Applicant s participation in this Event. I / We hereby affirm that I / we have read and understand the Rules and Regulations, and the Hold Harmless / Indemnification Agreement and agree to the terms expressed therein. The undersigned has read this Agreement carefully and represents that he or she has the authority to execute this Agreement on behalf of the party for whom he or she is signing. BY SIGNING THIS AGREEMENT, I REPRESENT THAT I HAVE RECEIVED, READ, AND UNDERSTAND ALL THE INFORMATION IN THIS VENDOR CONTRACT AND THE ATTACHED CITY OF SPARKS VENDOR AGREEMENT. SIGNATURE: NAME: NAME: DATE: PRINTED APPLICANT SOCIAL NETWORKING: We will support your business and let our attendees know you are attending. Please list below the social networks you use. Facebook Page Name Instagram Snapchat Twitter 5
APPROVED FOR 2018 EVENTS Vendor Instructions and Agreement 2015-2016 The following is information for vendors and exhibitors that are a part of special event on public property in the City of Sparks. Please read the following directives. Failure to comply with the rules will result in a costly fire inspection costs to the producer of the event and possible expulsion from the event. All vendors must sign this agreement to conduct business on City property during a special event. Businesses without a current business license must obtain a temporary business license through the event producer before the event. Tents and structures: 1. All structures shall be adequately roped, braced, and anchored. THIS IS NOT OPTIONAL. 2. No stakes are allowed in the grass. It the underground sprinkler system is punctured by a stake, the event producer will be billed for damage. 3. Do not affix anything to trees, shrubs or city owned property, especially as an anchor. Vehicles 1. Vehicles and heavy equipment are not allowed on turf or beach areas at any time. 2. A drip pan must be placed under every vehicle (including motorcycles) which is parked on a sidewalk. Trees 1. Do not cut any branches from trees. 2. Do not tie onto trees or branches to secure booths or signs. 3. Do not use stakes in planters/medians to secure canopies, signs, etc. Electrical 1. Power given to vendor booths that requires labor or equipment rental will be billed to the event producer. 2. Permanent utility outlets or sockets may not be used by exhibitors. 3. All equipment regardless of source of power, must comply with federal, state and local codes. 4. Each vendor holds City of Sparks harmless for any and all losses of power beyond City of Sparks control. Other: 1. Cords need to be covered to avoid tripping. 2. Ice from coolers cannot be emptied on the grass, planters or into storm drains. 3. Water from weight containers may be emptied in a location on site as long as it doesn t impede other vendors. 4. All waste (trash, grease, grey water) shall be stored in approved containers until removed from premises. Specific Cooking Vendor Conditions 1. A minimum of (1) 2A10BC fire extinguisher will be required for every cooking vendor and vendors with special electrical needs. Cooking Vendors that produce grease laden vapors shall be required to have a K-Guard Fire Extinguisher. All Fire Extinguishers shall be current. 2. All cook tops must be cordoned off from the public. City of Sparks Special Events Office: a division of Sparks Parks and Recreation Department 98 Richards Way Sparks Nevada, 89431 775-353-7856 eventinfo@cityofsparks.us
3. All generators must be cordoned off from the public. Placement of all generators shall be approved by the Fire Marshal prior to usage. All Generators must be filled before the event and all fuel cans shall be removed from the event area prior to the event starting. 4. When using propane, all hose and regulators shall be UL listed and in good working condition. Make sure that the regulator has the correct orifice for this altitude (4200 ft.). All bottles will be secured to a stable surface. 5. If ashes are produced, the vendor must provide a five (5) gallon metal trash can with lid just for the disposal of ashes. (Grease shall be accumulated in metal cans with metal lids. Promoter is required to properly dispose of grease.) 6. Hay, straw, trash, and other flammable material shall be stored not less than thirty (30) feet outside of the structure. All waste shall be stored in approved containers until removed from premises. 7. All structures shall be of flame-retardant material and have an approved certification by the manufacturer attached. 8. Charcoal barbecues are not allowed on turf areas. 9. Any vendor selling food and/or beverages must place a paper or tarp under and in front of their booth to minimize sidewalk staining. The tarp/plastic shall be secured to the sidewalk with duct or similar tape to prevent tripping hazards. This tape must be completely removed along with the tarp/plastic following the event. I have read these conditions and agree to abide by them. Vendor/Exhibitor Name and Signature City of Sparks Business License Number Date 501-C-3 EIN Number_ Event Dates Temporary Vendor Permits: Food $55.00: includes all vendors that are preparing food onsite for consumption onsite. Retail $15.00: All vendors selling items at the event. This group includes all prepackaged food. Informational $.00: These vendors or exhibitors are not conducting commerce but are onsite-- either with an activity, disseminating information, or promoting a business/organization (including non-profit organizations). How do you get your permit? Your event producer will arrange for your permit prior to the event. Please have this signed agreement in your booth. Your payment is given to the producer. For more information on obtaining a City of Sparks business license, please contact the Business licensing department at 775-353-5555. For information on your pending Temporary event permit, please contact your event producer. City of Sparks Special Events Office: a division of Sparks Parks and Recreation Department 98 Richards Way Sparks Nevada, 89431 775-353-7856 eventinfo@cityofsparks.us