arlington county festival latinoamericano event arts ... - Arlingtonva
ARLINGTON COUNTY FESTIVAL LATINOAMERICANO EVENT ARTS & CRAFTS VENDOR APPLICATION INFORMATION & RULES
WHAT: Hundreds of Arlington County residents will be celebrating the rich culture and history of LatinoAmericans at the 2015 FESTIVAL LATINOAMERICANO. This year’s festival will include a full array of great entertainment from Central and South America, great local vendors, interactive children’s entertainment, delicious food, and exciting community spirit. Admission to the festival is free. The Festival Latinoamericano is sponsored by Arlington County’s Department of Parks and Recreation and is organized with a dedicated group of community volunteers. Visit parks.arlingtonva.us and search “Festival Latinoamericano” for details. WHEN: Sunday, September 27, 2015: 1 - 5 p.m. WHERE: Kenmore Middle School, 200 S. Carlin Springs Road, Arlington, VA 22204 FEES: Vendor Fee for 10’x10’ vendor space, including one 10x10 tent, one 6-foot table and two chairs: $75 SUBMISSION & ACCEPTANCE: Applications should be returned no later than September 11, 2014 to allow adequate time for processing and notification. Applying to participate in the Arlington County Festival Latinoamericano event does not guarantee inclusion. Space will be assigned on a first received, priority basis. Please submit one copy of your completed and signed application via email to [email protected], fax to 703-228-3328 or mail to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA 22201 1
PAYMENT & DEPOSIT: Payments should not be submitted prior to the event management’s confirmation of artisan vendor’s acceptance into the event. Payment is due no later than September 21, 2015. If payment is not received by this date, the vendor will lose acceptance in the event and another vendor will be accepted. Following vendor’s acceptance into the Festival Latinoamericano event, payment of $75 should be made payable to Arlington County Treasurer and mailed to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA 22201 SALES TAX: All vendors are required to submit the Virginia sales tax form that is included as part of this application. These completed forms should be mailed back to: Virginia Department of Taxation PO Box 26627 Richmond, VA 23261-6627 ELIGIBILITY: Vendors must be 18 years of age or older. Vended products may include, but are not limited to: handcrafted products, books, jewelry, clothing items and beauty products. Products made in or representing a Latin American country are highly recommended for this event. CANCELLATIONS: Cancellations after September 14, 2015 will result in the forfeiture of all fees. If a vendor cancels prior to the September 14th date, they will be reimbursed for the full vendor fee within 30 days. SPACE PRIORITY: Due to limited availability, vendor space cannot be guaranteed for all arts and crafts vendor applicants. Space location is driven by product, individual requirements, logistical restrictions, and is at the discretion of the Arlington County Festival Latinoamericano event management. Consideration for space assignment will be given to vendors that offer unique products at affordable prices, and to sponsors of the event. Arlington County Festival Latinoamericano event management reserves the right to reject any application for any reason. BOOTH LOCATION: Arts and crafts vendors are not permitted to relocate his/her booth at any time during the day without the advanced authorization by event management. If any vendor is seen moving his/her booth to another location without said authorization, the vendor and all equipment, supplies, materials, employees, owners, etc. will be removed from the event by the event management via the Arlington County Police Department. EVENT CANCELLATION: In the event that the Festival Latinoamericano event is canceled or postponed, in whole or in part, for any reason beyond the County’s control, including but not limited to weather, acts of God, and decisions by public officials, food vendor agrees that the Arlington County will not be liable for any loss of income, promotional/marketing opportunities, costs, or other damages incurred on the part of the vendor, however, vendors will be reimbursed for vendor fees within 30 days of the event date if the event is canceled. VENDOR SET UP: Arts and crafts vendor booth set up will take place on the event date, Sunday, September 27, 2015 no earlier than 11 a.m. Vendors must be set up and ready to sell no later than 2
12:45 p.m. OPERATING HOURS: Arts and crafts vendors must be operational from 1-5 p.m. VENDOR BREAKDOWN: Vendors must cease operations no later than 5 p.m. and vacate the premises by 6 p.m. UNLOADING/LOADING AND PARKING: Vendors may park in the on-site parking lot. Parking is first-come, first-served. Event volunteers will be on-site to assist in transporting the materials from the parking lot to the vendor’s booth location. After the event, volunteers will again assist with loading vendor materials into their vehicles. RETURN ON INVESTMENT: The Festival Latinoamericano event has an extensive marketing and promotion campaign. However, return on investment is the sole responsibility of the arts and crafts vendor and does not fall under the burden of Arlington County. Arlington County will not, under any circumstances, reimburse or replace any costs associated with equipment or materials that the vendor made in preparation for or while vending at the event. REPORTING: All arts and crafts vendors must complete the enclosed Earnings Report for the entire event. The report must be emailed to [email protected] no later than October 21, 2015. These reports provide helpful information to event management that determines whether event vendors are successful, if we have the right mix of vendors and if we are charging an appropriate vendor fee. CATEGORY EXCLUSIVITY: Please note that there will be no category exclusivity awarded to any market vendors. Event management will work to ensure a variety of products. GENERATORS: The use of generators is not permitted by arts and crafts vendors at the event. LOSS/THEFT/INJURY: Each vendor is responsible for securing his/her own property. Arlington County is not responsible for loss, theft, or personal injury. CODE OF CONDUCT: All arts and crafts vendors are required to conduct themselves in a fair, professional, and courteous manner. Vendors must comply with requests from the Arlington County staff, Police and/or Fire Marshal. NON COMPLIANCE: Any arts and crafts vendor who does not comply with the rules, County ordinances, and health or fire code regulations is subject to immediate dismissal and removal from the event by event management staff, Police, and/or Fire Marshal and is subject to forfeiture of all fees. DISPOSAL OF TRASH, PREP ITEMS AND OTHER MATERIALS: Vendors are responsible for disposing of all unwanted materials. Trash receptacles are located on site for normal trash items. CONTACT INFORMATION: Please contact Arlington County Department of Parks and Recreation Special Events and Communications Manager Laura Barragan at 703-228-3329 or [email protected] if you have any questions.
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2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO ARTS & CRAFTS VENDOR APPLICATION Please refer to the 2015 Festival Latinoamericano Vendor Application Information and Rules before completing and submitting application. Submission Deadline: September 11, 2015 CONTACT INFORMATION: Business Name: ________________________________________________________________ Contact Person: ________________________________________________________________ Mailing Address: _______________________________________________________________ City: _____________________________ State: __________________ Zip: ____________ Telephone: __________________________ Fax: ________________________ Email: _________________________________ Website: _______________________________ Description of Business and Items for Sale: ____________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Arts & Crafts Vendor Fee = $75
$ 75.00
PLEASE INITIAL EACH LINE BELOW TO CONFIRM YOU UNDERSTAND THE 2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO EVENT RULES AND REQUIREMENTS: _____ If my application is accepted, I understand that my vendor booth must be operational from 1-5 p.m. on the event date, that the $75 vendor fee is due by September 21, 2015, that I may vend at Kenmore Middle School exclusively on the event day, that I must sign the attached hold harmless agreement to participate and that I must submit Virginia sales tax collected at the event to the Virginia Department of Taxation.
AGREEMENT AND SIGNATURE: _____ I have read the 2015 Arlington County Festival Latinoamericano Vendor Information and Rules, agree to abide by them, and cooperate with Arlington County event staff, Police, and Fire officials. Signature: __________________________________________________ Date: _______________ 4
HOLD HARMLESS AGREEMENT The Contractor understands and acknowledges that the County normally requires all contractors with the County to secure certain insurance coverage evidenced by a Certificate of Insurance. The Contractor certifies that, after diligent effort, the Contractor has been unable to secure insurance coverage of the types and in the amounts that the County requires in the Parties’ Agreement. Therefore, the Contractor, for himself, his heirs, representatives, successors and assigns, in consideration of the award to the Contractor by the County, and in consideration of the County's agreement not to require the Contractor to secure the insurance coverage customarily required of contractors with the County, covenants with the County and the County's successors, representatives and assigns, as follows: 1. The Contractor covenants to save, defend, hold harmless and indemnify the County, and all of its elected and appointed officials, officers, current and former employees, agents, departments, agencies, boards, and commissions (collectively the “County” for purposes of this section) from and against any and all claims made by third parties or by the County for any and all losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, demands or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s acts or omissions in performance or nonperformance of its work called for by the Agreement. This duty to save, defend, hold harmless and indemnify shall survive the termination of the Agreement. If, after notice by the County, the Contractor fails or refuses to save, defend, hold harmless and/or indemnify the County, the Contractor shall be liable for and reimburse the County for any and all expenses, including but not limited to, reasonable attorney’s fees incurred and settlements or payments made. The Contractor shall pay such expenses upon demand by the County and failure to do so may result in such amounts being withheld from any amounts due to Contractor under the Agreement. 2. The terms of this Hold Harmless Agreement shall continue in full force and effect until such time as the County in its sole discretion determines that the covenants described in paragraph 1 shall no longer be necessary. 3. In executing this Hold Harmless Agreement, the Contractor represents and warrants that the Contractor has completely read, fully understood, and voluntarily accepted its terms and has executed it expressly to make the covenants in favor of the County described in paragraph 1, above. In executing this Hold Harmless Agreement, the Contractor expressly reserves any and all rights that the Contractor may have against any person, firm or corporation other than the County, its successors, representatives and assigns.
CONTRACTOR NAME (PRINT):
AUTHORIZED SIGNATURE:
PRINTED NAME:
PRINTED TITLE:
5
DATE:
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO ARTS AND CRAFTS VENDOR EARNINGS REPORT To be filled out and mailed after the event, no later than October 21, 2015 Vendor Business Name: ____________________________________________________ Contact Person: ________________________________ Phone: ________________________ Please account for all items sold during the 2014 Arlington County Festival Latinoamericano event. ITEM/DESCRIPTION
6
QUANTITY SOLD
SELL PRICE
SUBTOTAL
ITEM/DESCRIPTION
QUANTITY SOLD
SELL PRICE
GRAND TOTAL
SUBTOTAL
$
Fill out and mail this form to: Arlington County Department of Parks and Recreation Attn: Laura Barragan 2100 Clarendon Boulevard, Suite 414 Arlington, VA 22201 or email to [email protected] no later than October 21, 2015.
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WHAT: Hundreds of Arlington County residents will be celebrating the rich culture and history of LatinoAmericans at the 2015 FESTIVAL LATINOAMERICANO. This year’s festival will include a full array of great entertainment from Central and South America, great local vendors, interactive children’s entertainment, delicious food, and exciting community spirit. Admission to the festival is free. The Festival Latinoamericano is sponsored by Arlington County’s Department of Parks and Recreation and is organized with a dedicated group of community volunteers. Visit parks.arlingtonva.us and search “Festival Latinoamericano” for details. WHEN: Sunday, September 27, 2015: 1 - 5 p.m. WHERE: Kenmore Middle School, 200 S. Carlin Springs Road, Arlington, VA 22204 FEES: Vendor Fee for 10’x10’ vendor space, including one 10x10 tent, one 6-foot table and two chairs: $75 SUBMISSION & ACCEPTANCE: Applications should be returned no later than September 11, 2014 to allow adequate time for processing and notification. Applying to participate in the Arlington County Festival Latinoamericano event does not guarantee inclusion. Space will be assigned on a first received, priority basis. Please submit one copy of your completed and signed application via email to [email protected], fax to 703-228-3328 or mail to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA 22201 1
PAYMENT & DEPOSIT: Payments should not be submitted prior to the event management’s confirmation of artisan vendor’s acceptance into the event. Payment is due no later than September 21, 2015. If payment is not received by this date, the vendor will lose acceptance in the event and another vendor will be accepted. Following vendor’s acceptance into the Festival Latinoamericano event, payment of $75 should be made payable to Arlington County Treasurer and mailed to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA 22201 SALES TAX: All vendors are required to submit the Virginia sales tax form that is included as part of this application. These completed forms should be mailed back to: Virginia Department of Taxation PO Box 26627 Richmond, VA 23261-6627 ELIGIBILITY: Vendors must be 18 years of age or older. Vended products may include, but are not limited to: handcrafted products, books, jewelry, clothing items and beauty products. Products made in or representing a Latin American country are highly recommended for this event. CANCELLATIONS: Cancellations after September 14, 2015 will result in the forfeiture of all fees. If a vendor cancels prior to the September 14th date, they will be reimbursed for the full vendor fee within 30 days. SPACE PRIORITY: Due to limited availability, vendor space cannot be guaranteed for all arts and crafts vendor applicants. Space location is driven by product, individual requirements, logistical restrictions, and is at the discretion of the Arlington County Festival Latinoamericano event management. Consideration for space assignment will be given to vendors that offer unique products at affordable prices, and to sponsors of the event. Arlington County Festival Latinoamericano event management reserves the right to reject any application for any reason. BOOTH LOCATION: Arts and crafts vendors are not permitted to relocate his/her booth at any time during the day without the advanced authorization by event management. If any vendor is seen moving his/her booth to another location without said authorization, the vendor and all equipment, supplies, materials, employees, owners, etc. will be removed from the event by the event management via the Arlington County Police Department. EVENT CANCELLATION: In the event that the Festival Latinoamericano event is canceled or postponed, in whole or in part, for any reason beyond the County’s control, including but not limited to weather, acts of God, and decisions by public officials, food vendor agrees that the Arlington County will not be liable for any loss of income, promotional/marketing opportunities, costs, or other damages incurred on the part of the vendor, however, vendors will be reimbursed for vendor fees within 30 days of the event date if the event is canceled. VENDOR SET UP: Arts and crafts vendor booth set up will take place on the event date, Sunday, September 27, 2015 no earlier than 11 a.m. Vendors must be set up and ready to sell no later than 2
12:45 p.m. OPERATING HOURS: Arts and crafts vendors must be operational from 1-5 p.m. VENDOR BREAKDOWN: Vendors must cease operations no later than 5 p.m. and vacate the premises by 6 p.m. UNLOADING/LOADING AND PARKING: Vendors may park in the on-site parking lot. Parking is first-come, first-served. Event volunteers will be on-site to assist in transporting the materials from the parking lot to the vendor’s booth location. After the event, volunteers will again assist with loading vendor materials into their vehicles. RETURN ON INVESTMENT: The Festival Latinoamericano event has an extensive marketing and promotion campaign. However, return on investment is the sole responsibility of the arts and crafts vendor and does not fall under the burden of Arlington County. Arlington County will not, under any circumstances, reimburse or replace any costs associated with equipment or materials that the vendor made in preparation for or while vending at the event. REPORTING: All arts and crafts vendors must complete the enclosed Earnings Report for the entire event. The report must be emailed to [email protected] no later than October 21, 2015. These reports provide helpful information to event management that determines whether event vendors are successful, if we have the right mix of vendors and if we are charging an appropriate vendor fee. CATEGORY EXCLUSIVITY: Please note that there will be no category exclusivity awarded to any market vendors. Event management will work to ensure a variety of products. GENERATORS: The use of generators is not permitted by arts and crafts vendors at the event. LOSS/THEFT/INJURY: Each vendor is responsible for securing his/her own property. Arlington County is not responsible for loss, theft, or personal injury. CODE OF CONDUCT: All arts and crafts vendors are required to conduct themselves in a fair, professional, and courteous manner. Vendors must comply with requests from the Arlington County staff, Police and/or Fire Marshal. NON COMPLIANCE: Any arts and crafts vendor who does not comply with the rules, County ordinances, and health or fire code regulations is subject to immediate dismissal and removal from the event by event management staff, Police, and/or Fire Marshal and is subject to forfeiture of all fees. DISPOSAL OF TRASH, PREP ITEMS AND OTHER MATERIALS: Vendors are responsible for disposing of all unwanted materials. Trash receptacles are located on site for normal trash items. CONTACT INFORMATION: Please contact Arlington County Department of Parks and Recreation Special Events and Communications Manager Laura Barragan at 703-228-3329 or [email protected] if you have any questions.
3
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO ARTS & CRAFTS VENDOR APPLICATION Please refer to the 2015 Festival Latinoamericano Vendor Application Information and Rules before completing and submitting application. Submission Deadline: September 11, 2015 CONTACT INFORMATION: Business Name: ________________________________________________________________ Contact Person: ________________________________________________________________ Mailing Address: _______________________________________________________________ City: _____________________________ State: __________________ Zip: ____________ Telephone: __________________________ Fax: ________________________ Email: _________________________________ Website: _______________________________ Description of Business and Items for Sale: ____________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Arts & Crafts Vendor Fee = $75
$ 75.00
PLEASE INITIAL EACH LINE BELOW TO CONFIRM YOU UNDERSTAND THE 2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO EVENT RULES AND REQUIREMENTS: _____ If my application is accepted, I understand that my vendor booth must be operational from 1-5 p.m. on the event date, that the $75 vendor fee is due by September 21, 2015, that I may vend at Kenmore Middle School exclusively on the event day, that I must sign the attached hold harmless agreement to participate and that I must submit Virginia sales tax collected at the event to the Virginia Department of Taxation.
AGREEMENT AND SIGNATURE: _____ I have read the 2015 Arlington County Festival Latinoamericano Vendor Information and Rules, agree to abide by them, and cooperate with Arlington County event staff, Police, and Fire officials. Signature: __________________________________________________ Date: _______________ 4
HOLD HARMLESS AGREEMENT The Contractor understands and acknowledges that the County normally requires all contractors with the County to secure certain insurance coverage evidenced by a Certificate of Insurance. The Contractor certifies that, after diligent effort, the Contractor has been unable to secure insurance coverage of the types and in the amounts that the County requires in the Parties’ Agreement. Therefore, the Contractor, for himself, his heirs, representatives, successors and assigns, in consideration of the award to the Contractor by the County, and in consideration of the County's agreement not to require the Contractor to secure the insurance coverage customarily required of contractors with the County, covenants with the County and the County's successors, representatives and assigns, as follows: 1. The Contractor covenants to save, defend, hold harmless and indemnify the County, and all of its elected and appointed officials, officers, current and former employees, agents, departments, agencies, boards, and commissions (collectively the “County” for purposes of this section) from and against any and all claims made by third parties or by the County for any and all losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, demands or exposure, however caused, resulting from, arising out of, or in any way connected with the Contractor’s acts or omissions in performance or nonperformance of its work called for by the Agreement. This duty to save, defend, hold harmless and indemnify shall survive the termination of the Agreement. If, after notice by the County, the Contractor fails or refuses to save, defend, hold harmless and/or indemnify the County, the Contractor shall be liable for and reimburse the County for any and all expenses, including but not limited to, reasonable attorney’s fees incurred and settlements or payments made. The Contractor shall pay such expenses upon demand by the County and failure to do so may result in such amounts being withheld from any amounts due to Contractor under the Agreement. 2. The terms of this Hold Harmless Agreement shall continue in full force and effect until such time as the County in its sole discretion determines that the covenants described in paragraph 1 shall no longer be necessary. 3. In executing this Hold Harmless Agreement, the Contractor represents and warrants that the Contractor has completely read, fully understood, and voluntarily accepted its terms and has executed it expressly to make the covenants in favor of the County described in paragraph 1, above. In executing this Hold Harmless Agreement, the Contractor expressly reserves any and all rights that the Contractor may have against any person, firm or corporation other than the County, its successors, representatives and assigns.
CONTRACTOR NAME (PRINT):
AUTHORIZED SIGNATURE:
PRINTED NAME:
PRINTED TITLE:
5
DATE:
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO ARTS AND CRAFTS VENDOR EARNINGS REPORT To be filled out and mailed after the event, no later than October 21, 2015 Vendor Business Name: ____________________________________________________ Contact Person: ________________________________ Phone: ________________________ Please account for all items sold during the 2014 Arlington County Festival Latinoamericano event. ITEM/DESCRIPTION
6
QUANTITY SOLD
SELL PRICE
SUBTOTAL
ITEM/DESCRIPTION
QUANTITY SOLD
SELL PRICE
GRAND TOTAL
SUBTOTAL
$
Fill out and mail this form to: Arlington County Department of Parks and Recreation Attn: Laura Barragan 2100 Clarendon Boulevard, Suite 414 Arlington, VA 22201 or email to [email protected] no later than October 21, 2015.
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