Parker Days Festival, Terms and Conditions (Page 1 of 2)
NOTE: “PCC” is a acronym for the following “Parker Days Festival/Parker Chamber of Commerce/Events Etc., Inc.” – each time you see “PCC” we are speaking of the triad.
Application Information/Acceptance
1. Returned checks or declined or invalid credit cards will be assessed a $25 fee.
2. To be guaranteed entry into the festival, please return your application by May 6, 2011 at 5:00 PM. Applications received after that date are considered LATE ENTRY and will only be accepted if space is available, applications are complete, and if time allows for processing application.
3. You will be notified of your acceptance approximately one month after application is submitted or by May 20 whichever is first. Applications submitted after May 6 will be notified as soon as possible of acceptance.
4. Some applications may not be accepted by the Parker Days Festival/Parker Chamber of Commerce/Events Etc., Inc., due to duplication, inappropriate material for a community/fa mily event, or for other unforeseen circumstances. Applications not accepted will be sent back with full application and a notice of non-acceptance.
5. Final site map, parking passes (if applicable), schedule, important information, etc. will be e-mailed 10 days prior to the festival. The 10-day out letter will include everything you need to attend the festival. Please do not call to find out when the packet will be sent, we always send it out 10 days prior to each event (June 1 in this case).
General Information
6. The Parker Days Festival is a “rain or shine” event, and as such, will not be canceled, nor refunds issued, due to inclement weather.
7. Parking is first-come, first served and is limited around the festival area. .
8. We have contracted for dedicated roaming security for the crafter area and festival grounds each night of the Festival; however, Parker Days Festival, the Parker Chamber of Commerce and Events Etc., Inc., will NOT be responsible for any theft or damage to your display, merchandise or equipment. Please remove valuable items each evening and secure your tent.
9. There will be no distribution of literature except from your booth space. Participants must exhibit within their contracted space, unless you have paid to be a Roving Sponsor – www.parkerdaysfestival.com.
10. No amplification is allowed from a booth or table.
11. There are no guarantees that returning participants’ will be accepted or given the same location as in previous years. If you are a returning vendor and want to be considered for a returning space, please indicate that request in “Special Requests” on page 1 of this application. Please be specific about your request – we do not have records of booth locations for past vendor spacing so saying, “where we were last year” is not sufficient.
12. Behavior that is disruptive, disrespectful, aggressive or threatening in nature WILL NOT BE TOLERATED. Any vendor found to demonstrate such behavior will be ejected from the Parker Days Festival immediately, without question and without refund, and with law enforcement assistance, if necessary.
Set-up/Tear Down Information/Times
13. The festival set-up and tear down times have not been solidified for the 2011 festival. Many factors including street closures, police availability, permitting, and town regulations must be considered before times can be shared with vendors. That being said, vendor load-in will be FRIDAY only and vendor load-out will be SUNDAY after 7:00 PM.
14. Detailed information about load-in times, locations, streets, parking, etc. will be included in the 10-day out letter. If you need to know for planning, please refer to the FAQ at www.parkerdaysfestival.com. Once times are solidified they will be added to the FAQ for all vendors to see.
15. No vehicles will be allowed in the Festival area from Friday at 5:00 PM until Sunday at 7:00 PM. Any vehicles found to be in the Festival/Market Place before this time will be immediately ticketed and towed. This is a SAFETY ISSUE to our guests. There are no exceptions!
Booth Specifics
16. Booth spaces in the Marketplace and Children’s area are 10’x10’, booth spaces in the Food Area at 20’x10’ unless otherwise indicated. Additional space can be purchased at a rate of $100 for 5’x10’ in all areas and can be added on the Fee Schedule Page.
17. No racks or displays (including those with hanging merchandise) are allowed outside of the specified and contracted for space. All displays (including freestanding) must be contained within your purchased space. If your display requires display space outside of your space, you MUST contact us for additional space.
18. Participants must provide all apparatus or shade materials, including, but not limited to:
a. Tent/canopy, tables, chairs.
b. ALL means to protect your display, merchandise and staff in the case of inclement weather.
c. Any other items for your display.
d. Handcart or other means of transferring your items from your car to your booth space. In some cases (as indicated in the 10-day out letter) vendors will be able to drive their vehicle to their booth.
19. Corner booths are available on a VERY limited basis. They are optional and require an additional $100 CORNER booth fee. Corner booth requests are filled on a first come, first served basis.
20. NO STAKING of booths will be allowed on the festival grounds. You must provide other means of securing your tent/canopy and/or your merchandise, such as weights, water jugs, sandbags, etc. Water is not available on-site for filling water jugs to anchor your tent/canopy, you must make arrangements to fill jugs off premises. All booths MUST be free standing and weighted. Be prepared for the unpredictable Colorado weather ahead of time!
21. Electricity is available; personal generators are NOT allowed by order of the Fire Marshall. Please fill out the attached electricity form to request your electricity. You must request it ahead of time – request for power on-site at the festival cannot be fulfilled. You must PRE-ORDER power!
Parker Days Festival, Terms and Conditions (Page 2 of 2)
Mandatory Event Hours
22. All Marketplace vendors MUST BE OPEN FOR BUSINESS during event hours. It is the responsibility of the vendor to ensure that its booth is adequately staffed (by staff 16 years or older) during the mandatory hours of the event. Please consider having at least two people per booth during busy hours so one person will always be present when food breaks, restroom breaks, etc. are needed.
23. If desired, booths may stay open later than posted hours, but must close by 10:00 PM on Friday and Saturday evening.
Merchandise Sales
24. You are encouraged to sell, provide samples, take orders and otherwise promote your products and services.
a. However, the PCC management team commissions the sale of ALL BEVERAGES! Vendors MAY NOT sell or give away beverages of any kind, including water! As such, vendors are encouraged to seek other acceptable give-a-ways.
b. PCC management team reserves the right to approve or disapprove merchandise for sale.
c. If, in the opinion of PCC management, any item for sale is considered to be detrimental or hazardous to anyone at any time, the PCC management team has the EXCLUSIVE AND SOLE right to have that merchandise prohibited for sale.
d. PCC organizers retain the SOLE and EXCLUSIVE right to strike any booth, for any reason.
Sales Taxes
25. Vendors are responsible for obtaining the appropriate sales tax license with the State of Colorado and local taxing authorities.
26. Vendors are responsible for submitting taxes to the State of Colorado and other local taxing authorities.
27. Vendors do not need to apply for a sales tax license with the Town of Parker. The Parker Chamber of Commerce collects the sales tax for the Town of Parker ONLY. You MUST remit the sales taxes for your sales prior to loading out. If you fail to do this, we will report you to the Town of Parker Sales Tax Team and they will follow-up with you regarding applying for a sales tax permit so that you can pay them for your sales tax instead (this is truly a hassle and should be avoided by you/your organization).
28. Sales tax is not required on services, only on products sold.
29. In the 10-day out letter we will provide a letter and sales tax form from the Town of Parker. Please print and bring this to the event so that you can fill out your tax information.
Refunds
30. Refunds will be issued on the following basis. If you choose to withdraw/cancel your participation from the Festival once you have been accepted:
a. Withdrawal/cancellation by May 6 results in a 100% refund of your booth fees (minus the non-refundable fee of $20.79);
b. Withdrawal/cancellation between May 6 and June 1 results in 50% refund of your booth fees;
c. We regret that cancellations June 2 or after will not be refunded.
d. If you do not show up to the festival, there will NOT be a refund.
e. This is an “all weather” show. The festival will happen rain or shine, and as such, there will be no refunds made due to weather.
f. Application fees will not be refunded at any time.
g. All requests for refunds MUST be made in writing via e-mail to Sara@eventguy.biz. If you do not receive a WRITTEN reply from Sara, assume we have not received your cancellation.
Waiver Information
31. As a Parker Days Festival vendor, I hereby agree to abide by all of the rules, regulations, policies, procedures, guidelines, fee schedules and operations relating to the Parker Days Festival. Neither the Parker Days Festival, the Parker Chamber of Commerce, the Town of Parker, nor Events Etc., Inc., are responsible for any damage or loss. It is my sole responsibility to protect my goods/products from damage or theft.
32. As a Parker Days Festival vendor, I hereby indemnify and hold harmless the Parker Days Festival, the Parker Chamber of Commerce, the Town of Parker, and Events Etc., Inc., their employees, agents, employees or assignees or dependents against any and all claims, liabilities, damages and expenses (including attorneys fees and litigation fees) incurred by my participation arising in whole or in part out of my activities herein.
33. As a Parker Days Festival vendor, I am aware that overnight security will be minimal and that all goods of value should be removed from the grounds each night. The decision to remove or not remove any products when I am not in attendance at my assigned booth rests solely with me. The Parker Days Festival, the Parker Chamber of Commerce, the Town of Parker, nor Events Etc., Inc., are responsible for lost or stolen goods.
34. As a Parker Days Festival vendor, I understand and agree that the Parker Days Festival, the Parker Chamber of Commerce, the Town of Parker or Events Etc., Inc., may immediately revoke any or all of my rights as a participant for violation of any of the festival rules, regulations, policies, procedures, guidelines, fee schedules an/or operations of the festival.
35. By signing below, I acknowledge that the information submitted on this application for participation in the 2011 Parker Days Festival is true and correct. By signing below I also acknowledge that I have read and understand the rules, regulations, policies, procedures, guidelines, application, fee schedules and operations outlined in this application package and that all information included in this application package are part of this contract, cannot be modified except in writing and with the express consent of and signed by the Festival Management/Event Management Service company.
