Vendor Application

We are currently accepting applications for Food, Non-Alcoholic Beverage, and Wine Vendors.

CLICK HERE TO DOWNLOAD APPLICATION

Application Deadline is April 9, 2012

Festival Dates and Times

June 8th - 6:00 PM - 11:00 PM
June 9th - 11:00 AM - 10:00 PM
June 10th - 12:00 PM - 6:00 PM

(Vendors may close 1 hour prior to close of Festival)

Application Deadlines

April 9, 2012 - Application Deadline
April 16, 2012 - Notification of Acceptance will be sent via email
April 30, 2012 - Vendors Agreement, Fees and Deposit due

(If Agreement and Fee are not received by deadline, your spot can not be guaranteed)

Setup Date and Times

June 8th - 9:00 AM - 4:00 PM
All setup MUST be complete by 4:00.

(Vendors may be assigned an arrival time to facilitate efficient setup)

Vending Fees

Vending Fee - $250
Cleaning Deposit - $50
Extra Space - $50 per 100 ft2
Electricity - $15
8’ Tables - $10
Folding Chairs - 2 for $5
Ice - $4 for 22 lbs.

What your Vending Fee Includes

Receipt of your Vending Agreement and Vending Fee by the April 30, 2012 guarantees you one 10’ x 10’ Vending Space to be assigned by Festival Vending Coordinator.
Vending space is very limited. If you require additional space beyond 10’ x 10’, you may be required to pay an additional fee depending on total available space.
Vendor will provide their own shelters and equipment. No shelters of any form will be provided by Festival. If you require additional space, you will be required to pay an additional fee.
Electricity will be available for a fee. You must specify on your application if you need electricity. If you do not tell us at time of application, electricity can not be guaranteed.
Tables and chairs are also available for a fee. It is the Vendors responsibility to ensure that tables and chairs are returned in their original condition.
Ice will be available on site for a fee of $4 for a 22 lb. bag.

Application Process

Application is due by April 9, 2012 and MUST include the following information:

Completed Application Form
Current Menu with prices and descriptions
Space Requirements with a footprint diagram (including measurements)
Recent Photo of your booth
Current Proof of Insurance that shows coverage on Festival Dates

The Vending Committee will make their selections and notify those that are accepted by email no later than April 16, 2012.

Selection of Vendors is based upon past participation, menu options and prices, and booth presentation.

If selected, Festival must receive Vendor Agreement along with ALL FEES and DEPOSITS by April 30, 2012. If Agreement and Fees are not received by this date your space will be offered to another vendor and will not be guaranteed.

On Site Requirements

Booth Setup must be completed on Friday, June 8 between the hours of 9:00 AM and 4:00 PM. Vendors may be assigned an arrival time, at the discretion of the Festival Vending Coordinator, to help ensure efficient setup. In this circumstance, we will do our best to work with you to find a mutually agreeable time for you to arrive. Vendors must follow the direction of the Festival Vending Coordinator regarding location.

Vendor is responsible for removing debris and ensuring the general cleanliness of the area surrounding their booths throughout the Festival and following its conclusion. The $50 Cleaning Deposit will be returned to Vendor upon evaluation by the Festival Vending Coordinator to determine satisfactory cleanliness.

All Vendors are required to obtain a vending permit from the Monongalia County Health Department. Health Permits must be presented to Festival Vending Coordinator at time of arrival and must be posted on your booth, within sight, for the duration of the Festival. For more information on obtaining this permit please contact:

Monongalia County Health Department
453 Van Voorhis Road
Morgantown, WV 26505
Phone: 304-598-5100
E-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
www.monchd.org

Vendors will provide all required equipment for sales, including shelters. All shelters must be able to withstand high winds and inclement weather. Electricity is available for an additional fee. Requests for these items MUST be made at the time of application. Tables and Chairs are also available for an additional fee. Again, requests for these items MUST be made at the time of application. If you do not request these items on the application, there is no guarantee they will be available.

All electrical cords must be taped down and Vendor is to ensure they do not create a safety hazard throughout the Festival.

VENDORS MUST REMAIN OPEN UNTIL ONE HOUR PRIOR TO FESTIVAL CLOSE. NO EXCEPTIONS. Food and nonalcoholic beverage Vendors may stay open longer if you choose to do so. Alcoholic beverage Vendors MUST close one hour prior to Festival close.

Festival has the ultimate right to approve or disapprove of any items being sold by Vendor.

Exclusivity

To help ensure a financially successful event for all of our vendors, each Food Vendor will be allowed one exclusive food item. For example if your exclusive item is BBQ Ribs, no other Food Vendor will be allowed to sell BBQ Ribs.

You must submit three (3) choices, in order of preference, for the item you would like to be your exclusive item. In the case of more than one vendor requesting exclusivity for the same item, the Food Committee will make the decision based on the order in which the application was received. If your first preference is already taken, we will assign your second choice and so on. If all three of your choices are taken, the Food Vending Coordinator will contact you to discuss.

On-Site Safety and Security

Vendors shall sell and serve food or beverages at their own risk.

Security will be provided throughout the Festival and overnight, however, the Festival is not responsible for damage, theft, or loss of equipment or display furnishings.

Applicants must obey all pertinent safety codes and laws, including, but not limited to, fire, safety and parking regulations

Canopy tents must be fire retardant.

All canopies, tents and other temporary structures must be weighted before you are permitted to open, with the equivalent of 40 pounds per pole minimum.

The Festival will take place rain or shine. Vendors agree to be present despite weather conditions. Each Vendor is responsible for preparing their displays to withstand weather fluctuations including rain and wind.

Event participants agree to allow use of video and photography taken by Festival organizers at the event for promotional purposes. Any photos taken by the event are the property of the Festival.

All propane tanks are required to be anchored securely

Beverages

Food Vendors are permitted to sell soft drinks such as soda and water. Any other specialty beverages such as Lemonade, Smoothies or frozen drinks must be approved by the festival to avoid conflict with one of our Beverage Vendors. No Alcoholic Beverages are permitted to be sold by Food or Non-Alcoholic Beverage Vendors

NOTICE: The Festival is actively soliciting sponsorship from soft drink companies. In the case that such sponsorship is acquired, Food Vendors shall be required to purchase Soft Drinks, by the case, from The Festival to ensure that no competing soft drinks are sold. Prices are TBD, however we will ensure that they are very reasonable. We will notify all Food Vendors in a timely manner if this circumstance arises.

WINE VENDORS: The Festival is responsible for checking ID’s and providing wristbands, as well as all sales of the “official” festival wine glasses. No wine is permitted to be sold to anyone without the proper wristband AND an “official” Festival wine glass. Anyone caught violating this policy will be shut down and excused from the Festival without a refund. Additionally, anyone caught providing alcohol to someone without the proper wristband will be reported to the authorities for selling alcohol with out checking for ID.

Independent Contractors

Vendors execute this Agreement as independent contractors and shall at all times have complete supervision, direction, and control over the services to fulfill requirements. Vendors execute this agreement as independent contractors, not as an employee of EVENT. Vendors will assume responsibility for appropriate payment of all sales and payroll taxes and charges under applicable federal and local law. Vendors agree to take complete responsibility for paying the appropriate federal and state taxes as independent contractors.

Liability Disclaimer

Applicants must comply with all Festival, municipal and state rules, regulations and policies listed in this application, or policies included in the applicant acceptance notification. Any noncompliance will cause elimination and applicant may be immediately removed from the Festival with no refund of fees or compensation for expenditures. Applicants also may be barred from acceptance to future events.

The Festival, in its sole discretion, may reserve the right to refuse participation by any applicant, entertainer, food vendor or any other such participant for any reason.

The Festival is not liable for refunds or any other liabilities whatsoever for applicant’s failure to obey the rules and regulations or due to the unstable condition of the area in which the Festival is produced, caused by, but not limited to, weather, fire or other calamity, any act of nature, public enemy, strikes, statutes, ordinances or any legal authority or any other cause beyond control of the Festival.

By fulfilling application and engaging in participation, all applicants release and hold harmless Arts Alive on the River Festival, the Festivals Advisory Board and Officers, Arts Monongahelia, Your Community Foundation, the City of Morgantown, Monongalia County, the State of West Virginia, Festival Sponsors, and any Festival staff or volunteers from any and all liability, as outlined in the rules and regulations.

Applicants will initiate any legal proceedings arising from violations of these terms and conditions in Monongalia County, West Virginia.

Applications and/or acceptance notifications are not contracts.