nonprofit vendor date received: booth assignment (no sales ... · booth set up: you are not allowed...

1 Astoria-Warrenton Area Chamber of Commerce PO Box 176, Astoria, OR 97103 2017 Crab, Seafood & Wine Festival - April 28, 29 & 30

Nonprofit Vendor (No Sales Permitted)

2017 Astoria Warrenton Crab, Seafood & Wine Festival Vendor Application

www.AstoriaCrabFest.com

Priority placement is given to vendors who complete the applications between November 1, 2016 and December 31, 2016. Applications will still be accepted through April, pending available space.

Business Name: ___________________ Non-Profit Tax ID: ___________________ Contact Name: Business Phone: Cell Phone: Mailing Address: Address City State Zip Email Address: Website:

Date Received:

Official Use Only

Approved/Rejected

Official Use Only

Booth Assignment

Official Use Only

We only review and accept COMPLETE applications.

Booth space can only be reserved with a COMPLETE application.

YOU ARE RESPONSIBLE FOR ENSURING YOUR COMPLETE APPLICATION HAS

BEEN RECEIVED. YOU ARE RESPONSIBLE FOR CONTACTING US IF YOU HAVE

NOT RECEIVED CONFIRMATION OF YOUR APPLICATION’S ARRIVAL.


Vendor Checklist

Checklist of items to be INCLUDED with the application: (Application will not be reviewed until all items are received)

☐

Festival Payment to AWACC (total due on page 3)

☐

_______

☐

Certificate of Liability Insurance ($1,000,000)

The following three (3) entities MUST be listed as “Additional Insured:”

Astoria Warrenton Area Chamber of Commerce (AWACC): 111 W. Marine Drive, Astoria, OR 97103

Wadsworth Electric: 1715 Exchange Street, Astoria, OR 97103

Clatsop County Fairgrounds: 92937 Walluski Loop, Astoria, OR 97103

OR

Date of Insurance Renewal

Only applicable if your insurance policy has not yet renewed, but will renew prior to the 2017 festival.

If we do not receive your updated Certificate of Liability Insurance on/or near the date listed, you may lose your booth space.

OR

Chamber Insurance Coverage Request ($100 fee: see page 3) ☐ Vendor Business Information (page 1)

☐ Vendor Checklist (page 2)

☐ Vendor Booth Order (page 3)

☐ Electrical Order Form (page 4)

☐ Product Information (page 5)

☐ Rules & Regulations (page 6)

☐ Hold Harmless Agreement (page 7)

☐ Booth and/or other requests: - Booth location is subject to receipt of complete application & availability

SUBMIT YOUR APPLICATION: Astoria-Warrenton Area Chamber of Commerce, attn: Kelsey Balensifer, PO Box 176, Astoria, OR 97103


Vendor Booth Order

Item Cost Quantity Total

☐ Aisle Booth (10x10) $0 $0

☐ Table Rental

Tables are not provided with a booth

$15/ table

☐ Additional Vendor Badges

4 Vendor Badges included with booth

Purchase up to 6 additional Vendor Badges

Vendor Badges can be left for the next shift at the Vendor Badge Swap station, located at the Festival Information Booth in the Exhibit Hall

$15/badge

☐ Additional Parking Passes

1 Parking Pass included with booth

Purchase up to 2 additional Parking Passes

Parking Pass required for access to vendor lot

$15/pass

☐ RV Parking

Electrical & Water hook up is available

Free overnight RV parking is not available

Must be parked by Noon on Friday, April 28

$30/night Thursday

Friday

Saturday

Sunday (please circle)

☐ Chamber Insurance Coverage $100

☐ Additional Electrical Order Page 4 total

Total Due:

Payment Checks: Payable to the Astoria-Warrenton Area Chamber of Commerce

Cash

Credit Card: #: ________________________________________ Expiration Date: _____ V-Code: _______ Name on Card: _________________________________________________ Billing Address for Card: __________________________________________ Signature & Date: _____________________________________


Electrical Order Form

Vendor/Business Name:

Cost Chart

General Circuit

Available within 50’ of each booth

You must provide your own outlet power strip and 50’ extension cord (size 12/3 minimum) to connect to 120 volt outlets.

Example:

General lighting

Cash register

$0

120v 20 Amp Circuit 1500 watts

Small refrigerator

Microwave

Large refrigerator

$50

220v 20 Amp Circuit 3000 watts $60



List all equipment that will need electricity

Item(s) Voltage & Watts/Amp Cost

Total Due: Wadsworth Electric: Wadsworth Electric provides time & professional services for the festival.

Electricity: All wiring & equipment must be Underwriters Laboratories (UL) approved.

Power: All 220 volt power is single phase.

Booth #: ___ Main Arena

Exhibit Hall

Food Tent

OFFICIAL USE ONLY


Product Information

Vendors: We limit the number of information based nonprofit vendors based on space.

- Please review booth set-up requirements noted on page 6 - Nonprofit vendors seeking a waived booth fee are not allowed to sell products - Set up is inside the Clatsop County Fairgrounds. Although unlikely, hazards to your set-up may include uneven

surfaces and moist working environment.

☐ I am not going to sell anything at the festival

- Please specify the information you want to share: ___________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

☐ I request to sell the following (NO CORKSCREWS OR BOTTLE OPENERS):

- Please specify the total value of each item: _____________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________


Rules & Regulations

Please read carefully & check each item of understanding. The signed application and hold harmless contract constitute your knowledge and agreement to comply with all rules. Failure to do so could result in expulsion from current and/or future AWACC events.

Agreed By (Signature):

Print Name:

Business/Organization:

☐ Booth Set Up: You are not allowed to obstruct the visibility to your neighbor’s booth.

Sidewalls/structures or other objects cannot be higher than 6’ tall or extend beyond 5’

from the back of the booth. The other half of the booth to the aisle must allow for patrons

to see through to the next booth. Trailers/vehicles are NEVER allowed as part of the booth.

See photo examples on pages 14-16

Vendors must check in by Noon on Friday, April 28

Vendors must be set up and ready to open by 3:45 p.m. on Friday, April 28

☐ Vendor Badges: Vendor staff and/or volunteers will wear 2017 Vendor Badges at all times

during the festival. Vendors without a Vendor Badge will be refused access to the event.

☐ No Animals Allowed

☐ Drinking Alcohol: As directed by the OLCC, there is a Zero Tolerance Policy with regard to

alcoholic beverages being consumed by (or noticeable intoxication of) anyone while

working and/or volunteering in a booth.

Minors ARE NOT permitted inside a booth selling alcohol

☐ Alcohol: NO FREE TASTES OR SAMPLES OF ALCOHOL (NO EXCEPTIONS)

☐ We reserve the right to maintain the integrity, appeal & cleanliness of the Astoria

Warrenton Crab, Seafood & Wine Festival.

No stickers, glitter/confetti, balloons mardi gras beads, etc.

No sale or giving away of corkscrews or bottle openers

☐ Fire Safety: Tents, canopies or enclosed top to any booth is not allowed in the Main Hall or

Exhibit Hall, as directed by the State Fire Marshal.

All vendors must provide an all-purpose dry chemical fire extinguisher in your booth.

☐ I have read and understand the complete copy of the Rules & Regulations for the 2017 Astoria Warrenton Crab, Seafood & Wine Festival (pages 6-16).


Hold Harmless Agreement

I/we agree: Name of Business/Organization

This agreement is for the benefit of the Astoria-Warrenton Area Chamber of Commerce, Clatsop County Fair

Board and Wadsworth Electric.

In consideration for the Astoria Warrenton Area Chamber of Commerce (AWACC) providing the undersigned a space or booth at the April 28, 29 & 30, 2017 Astoria Warrenton Crab, Seafood & Wine Festival; I/we, individually, and if a partnership or corporation, on behalf of, will: 1. COMPLY with all rules, regulations and standards established or imposed by the AWACC which affect, relate to, regulate or prescribe the manner of set up, maintenance, operation and conducting of business at my booth at the 2017 Astoria Warrenton Crab, Seafood & Wine Festival. 2. CERTIFY that the activities I conduct at the Festival are and shall be in compliance with all laws and regulations imposed by any governmental authority. 3. WAIVE & RELEASE any rights, claims or damages I may accrue against, and discharge the AWACC, the Clatsop County Fair Board and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers, for any injuries, loss or damages suffered by me (including damage to my products), my agents, employees and customers, or imposed upon me as the result of or arising because of or during my participation during, or association with the 2017 Crab, Seafood & Wine Festival, however incurred and regardless of the negligence of those released.

- I understand the event is held indoors at a fairgrounds facility which may or may not result in damage to my products.

4. HOLD HARMLESS, defend, and indemnify, the AWACC, the Clatsop County Fair Board, and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers from any loss, liability or claims, and expenses incurred in defending against any claims, loss or liability, including the costs of attorney fees made by the individual or entity as a result of or arising in connection with, out of or in relation to my participation in the 2017 Astoria Warrenton Crab, Seafood and Wine Festival. 5. This is a NON-TRANSFERRABLE agreement between my company/organization and the AWACC. 6. I UNDERSTAND & AGREE that I will not receive a refund for any of the fees associated with my vendor booth order in the event that the 2017 Astoria Warrenton Crab, Seafood and Wine Festival is canceled. Agreed to by: Signature Print Name Business/Organization: Date:


Rules & Regulations (Vendor Copy) The signed application and hold harmless contract constitute your knowledge and agreement to comply with

all rules. Failure to do so could result in expulsion from current and/or future AWACC events.

Booth Set Up: You are not allowed to obstruct the visibility to your neighbor’s booth. Sidewalls/structures or other objects cannot be higher than 6’ tall or extend beyond 5’ from the back of the booth. The other half of the booth to the aisle must allow for patrons to see through to the next booth. Trailers/vehicles are NEVER allowed as part of the booth.

See photo examples on pages 14-16

Vendor Badges: Vendor staff and/or volunteers will wear 2017 Vendor Badges at all times during the festival. Vendors without a Vendor Badge can be refused access to the event. No Animals Allowed

No Eating in Booth: As directed by the Clatsop County Environmental Health Department, food vendor staff and/or volunteers are not allowed to eat in their booth. Workers can drink out of a covered container with straw or handle.

Food Booths: Oregon Food Handler Card(s): For-profit entities are required to have Oregon Food Handler Cards for ALL staff in the booth. Nonprofits are required to have one person in the booth at all times with an Oregon Food Handler card.

We reserve the right to maintain the integrity, appeal, & cleanliness of the Astoria Warrenton Crab, Seafood & Wine Festival.

No stickers, glitter/confetti, balloons, mardi gras beads, etc.

No sale or giving away of corkscrews or bottle openers

Fire Safety: Tents, canopies or enclosed top to any booth is not allowed in the Main Hall or Exhibit Hall, as directed by the State Fire Marshal.

All vendors must provide an all-purpose dry chemical fire extinguisher in your booth.

Rules & Regulations: I have read and understand the complete copy of the Rules & Regulations for the 2017 Astoria Warrenton Crab, Seafood & Wine Festival (pages 6-16).

OLCC &/or AWACC Requirements:

Alcohol vendors must be APPROVED by the OLCC 30 days prior to the event

NO FREE TASTES OR SAMPLES OF ALCOHOL (NO EXCEPTIONS)

Wine Vendors may sell: 1 oz. tastes &/or 4 oz. glasses Sealed bottles and/or cases

Beer/Cider Vendors may sell: 4 oz. tastes &/or 12 oz. glasses

Sealed bottles, cases and/or growlers

Hard Alcohol Vendors may sell: 1 oz. tastes &/or mixed drinks with 1 oz. of alcohol

Sealed bottles and/or cases

Alcohol vendors must continuously display sales & serving permits to remain open

Minors ARE NOT permitted inside a booth selling alcohol

Zero Tolerance Policy with regard to alcohol being consumed by (or noticeable intoxication of) anyone while working and/or volunteering in a booth

Opening and consuming bottled alcohol of any kind (growlers included) by patrons is prohibited

Selling and/or giving away corkscrews or bottle openers is not allowed


Application Process (Vendor Copy)

REVIEW PROCESS We encourage all vendor booths to incorporate a nautical theme into its decorations and/or products. We review and accept applications based on, but not limited to, the following:

Date application is received (must be a complete application)

Membership status with the Astoria-Warrenton Area Chamber of Commerce

Prior participation

Handcrafted and/or personally produced products - We try to limit the number of vendors selling the same or similar products, but do not

guarantee exclusivity to any vendor.

NW regional vendors

Information/education vendors

Alcohol Vendor Waiting List: Due to the high volume of alcohol vendor applicants, preference is given to returning vendors from the 2016 festival who submit a complete application before Dec. 31, 2016. New alcohol vendors will be placed on a waiting list until that date has passed.

Prospective vendors are NOT allowed to buy out the booth of another vendor who has already been accepted to our festival. Booths may not be shared/split between two vendors. We reserve the right to decline festival participation to any vendor.

DATES TO REMEMBER November 1, 2016: Applications available online for 2017 festival December 31, 2016: Vendor applications due

*Priority placement is given to 2016 Festival returning vendors and is based on the date the application is received.

January 1, 2017-capacity: We will still accept Art/Craft/Other, Nonprofit & Food Vendor applications after January 1, until capacity is reached.

BOOTH LOCATION REQUEST Assignment is subject to change based on availability.

CANCELLATION FEE(S)

November 1 – February 28 20% processing fee March 1-March 31 50% refund if the space is resold April 1-Festival No refunds

FESTIVAL GUIDE Vendors accepted after January 1 are not guaranteed a listing in the festival guide.


Vendor Set Up (Vendor Copy)

SET UP The Clatsop County Fairgrounds opens at Noon on Thursday, April 27 for vendor set-up. Upon arrival at the

festival, all vendors must check in first, prior to setting up their booth.

*(Please Note: Vendor Schedule Provided Below)

BOOTH SPACE & TABLES* Booth assignment is subject to change at the discretion of the Event Coordinator up to and during the festival.

Booth fee includes: 10’x10’ space, curtain & backdrop. Tables can be rented for $15 each. Chairs are not

provided. Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the

Chamber. Sidewalls/structures or other objects may not be higher than 6’ and cannot extend beyond 5’

from the back of the booth which can visually obstruct and/or block your neighbor.

o Sales are limited to your booth space – no mobile marketing!

o You must provide an all-purpose dry chemical fire extinguisher in your booth. Fire

Inspectors will verify.

o *Food vendors are primarily set up inside a large Food Tent adjacent to the Main Arena.

Although unlikely, hazards to your set-up may include uneven surfaces and moist working

environment. Vendor space in the Food Tent is outlined, but a curtain (partition) and

backdrop is not available. You must set up all flammable equipment at least 10’ from any

structure, including the event tent and/or nearby buildings. The Event Coordinator will

enforce the 10’x10’ parameters of your booth at his/her discretion.

UNLOADING & LOADING Unattended vehicles blocking Fire Lanes can be towed at your expense. You may only use designated entrances/exits to load/unload during set-up and tear-down times. Please load/unload quickly and move your vehicle as soon as possible to allow other vendors to get close to the facility to load/unload. All vehicles must be parked in the vendor parking area during festival hours.

VENDOR BADGES Vendors will receive four (4) Vendor Badges with each booth, allowing for free three-day admission. These are

non-transferable to non-booth personnel. Up to six (6) additional Vendor Badges are available for $15 each.

VENDOR BADGE SWAP Vendor Badge Swap: For your convenience, we provide a Vendor Badge Swap, so that incoming and outgoing

Vendor booth staff and volunteers can exchange Vendor Badges and/or Parking Passes.

Location: Chamber Information Booth (located in the Exhibit Hall)


Parking (Vendor Copy)

VENDOR PARKING Vendors MUST display Parking Pass on the dash at all times for access to the Vendor Parking Lot. All vendors will receive one (1) Parking Pass. Up to two (2) additional Parking Passes are available for $15 each.

RV PARKING & REGISTRATION RV space with electrical hook-up is available and costs an additional $30 per night. We cannot guarantee an RV space without a reservation. Be sure to include RV site payment for the number of nights on the Vendor Booth Order. The RV parking lot with water and electrical hook-ups is located in the Public Festival parking lot. There is no sewage available. Please note that your RV must remain blocked in during the Festival hours due to patron parking. RVs must be in place prior to Noon on Friday, April 28.

FREE VOLUNTEER AND VENDOR STAFF EXPRESS SHUTTLE BUS SERVICE Due to limited parking at the fairgrounds, vendor volunteers and staff will be provided door-to-door service by catching the dedicated Staff/Volunteer Express Shuttle. This is the closest shuttle parking lot to the Fairgrounds and is designated for Festival support personnel. Your booth staff should be able to catch the Express Shuttle within 20 minutes from the pick up spot. There are two dedicated Volunteer/Staff shuttle buses running during the listed times.

Vendor/Volunteer Express Shuttles Location: Astoria High School, 1001 W. Marine Drive, Astoria, OR 97103 Who: Vendor staff and/or volunteers

Shuttle Begins

Last Ride of the Day

Friday

2:30 p.m.

9:30 p.m.

Saturday

8:00 a.m.

8:30 p.m.

Sunday

8:00 a.m.

6:00 p.m.


Venue Information (Vendor Copy) FACILITY The Clatsop County Fairgrounds is located at 92937 Walluski Loop in Astoria. Although unlikely, hazards to

your set-up may include uneven surfaces and moist working environment.

GARBAGE & RECYCLING

Vendors are responsible for clean-up inside their booths and for removing all booth garbage into the

appropriate outdoor dumpsters as provided. Please ask for directions to those dumpsters if needed. You must

flatten all cardboard and separate all glass into the recycling dumpsters. DO NOT use the trash cans inside the

facility that are for patron/public use.

WASHING FACILITIES Vendor bathroom facilities are located on the north side of the fairgrounds. Other facilities will be installed on

Friday morning. Portable hand wash stations with running water will be near the exits. Food vendors have

access to a certified kitchen for cleaning purposes located in the Exhibit Hall.

CLEANING

All vendor booths must be left clean and follow all regulations of the Festival. Failure to do so can result in

expulsion from next year’s event. You may leave rented tables, wine check balloons and Vendor Badges in

your booth, but all other garbage must be disposed of in the proper dumpsters behind the building.

INTERNET Password-protected wireless Internet will be provided to vendors. Due to the remote location of the festival

facility and the possibility of unexpected service interruptions, vendors are responsible for bringing their own

form of payment processing that does not require Internet access. To ensure all vendors can access the

wireless, DO NOT give out the password to members of the public under any circumstances.

CHANGE

Vendors are responsible for their own change, so please plan ahead to cover your needs. There are three (3)

ATMs available on site.

RESTRICTIONS

Political or moral causes will not be permitted at any booth space at the festival.

Solicitation by unauthorized vendors will not be allowed on Fairground property during this event.

The Astoria-Warrenton Area Chamber of Commerce reserves the right to limit the number of participating vendors and items of food and merchandise.

Splitting/sharing of booths is not allowed.

WINE CHECK SERVICE

There is a wine check service & booth next to the Music Stage in the Exhibit Hall. Festival patrons can check

wine case purchases with participating Alcohol Vendors or at the Wine Check booth and pick it up before

leaving the event. Alcohol vendors can pay for pick up service on page 3 of this application.


Hours of Operation (Vendor Copy)

Thursday: Noon Building open for Vendor Set Up 6:00 pm Building Closed

Friday: 8:00 am Building open for Vendor Set-Up 10:00 am Health Inspections begin for Food Vendors Noon Reserved RVs must be in place before Noon Noon Vendors must check in at Chamber Information Booth before Noon 3:45 pm Vendors must be set up & ready to open 4:00 pm Festival Open to the Public 8:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 9:00 pm Festival Closed 10:00 pm Building Closed

Saturday: 8:00 am Building Open for Vendors 10:00 am Festival Open to the Public 7:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 8:00 pm Festival Closed 9:00 pm Building Closed

Sunday 8:00 am Building Open for Vendors 11:00 am Festival Open 3:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 4:00 pm Festival Closed 7:00 pm Building Closed ALL vendors MUST be set up, and have product to sell, during all festival hours. Tearing down and leaving early (or arriving late) will result in expulsion from future events.

Festival Hours – Open to the Public

Friday, April 28 4 pm – 9 pm Saturday, April 29 10 am – 8 pm Sunday, April 30 11 am – 4 pm

Last call for alcohol is always 30 minutes before the festival closes.


“Good” Booth Set up (Vendor Copy)

Sue Olson Photography – Art does not extend beyond 5’ from the back of the booth and still provides ample space for

art.

Don Perry Metal Art – Booth is open and allows patrons to see vendors beyond this booth.


Second Chance Sculptures – This vendor used smaller (shorter) stands for artwork that is displayed near the front of the

booth.

Bamboo Originals – This vendor used shorter racks to display clothes, so it allows patrons to see neighbor’s booth (J.

Scott Cellars!).


“Bad” Booth Set up (Vendor Copy)

Peg board completely blocks the view of neighbors.

Peg board with vendor art blocks the view of neighbors.

nonprofit vendor date received: booth assignment (no sales ... · booth set up: you are not allowed...

Documents