HITS Harvest Food Fest
HITS Harvest Food Fest presented by HITS Horse Shows Sunday, September 7, 2014 | 11am – 5pm
Company/Restaurant Name:
Representative(s) Name:
Mailing Address:
Telephone:
Email:
Website:
Short Description of Your Product:
Vendor Agreement The 2014 HITS Harvest Food Fest, presented by HITS Horse Shows will be held at HITS-on-the-Hudson, 454 Washington Avenue Extension Saugerties, New York, on Sunday, September 7 from 11am – 5pm. Doors will open to the public promptly at 11am. We request that vendor booths are ready by 10:30am. Upon entry to the event, attendees will receive one ticket for each vendor, granting them a single complimentary tasting. The tasting sample is the vendor’s choice. Vendors should be prepared to serve 800 tastings/samples. Additionally, vendors may sell food for attendees to purchase. Exhibitors will only promote their product, service, literature/information within their specific booth space assigned. All food vendors will receive 4 complimentary General Admission tickets to the Charlie Daniels Band concert directly following the Zoetis Million Grand Prix. HITS, Inc. will NOT assume ANY liability or responsibility for loss or damage to the exhibits, displays or for personal injury of the Exhibitor or his/her representatives. All Vendors and Exhibitors are to be covered under their own liability insurance policy. Exhibitors shall not misrepresent their community status and shall act with honor and integrity in their dealings with the public. Fees: Participation in the 2014 HITS Harvest Food Fest, presented by HITS Horse Shows is free for all approved vendors. A $100 deposit will be collected to hold your space at the event and upon arrival on September 7, the $100 will be returned to vendors. All vendors interested in participating in the event are required to review, complete and submit this form back to the contact listed below. The deadline for vendor applications is Friday, August 1. Approved applicants will be notified in writing by Friday, August 8. Completed applications can be faxed, emailed or delivered to: Emily Glass 319 Main Street Saugerties, NY 12477 (F) 845.246.8248 (E) [email protected] Terms & Conditions: 1. All vendors will be required to provide HITS with a certificate of insurance evidencing a policy of One Million Dollars ($1,000,000) per occurrence, Two Million ($2,000,000) aggregate in Combined Single Limit Bodily Injury and Property Damage insurance, including products/completed operations naming HITS, Inc. as specifically designated additional insured. A certificate of insurance for Workers’ Compensation and Employment Liability in the amount of no
less than One Hundred Thousand Dollars ($100,000) per occurrence. Insurance certificates are due by Friday, August 15. 2. A photocopy of your New York State Certificate of Authority to Collect Sales Tax, which serves as evidence that you have met the sales and use tax registration requirements for New York State and that you are authorized to collect and remit tax as required by law. New York State Certificate of Authority to Collect Sales Tax due by Friday, August 15. 3. A current New York State Health Department Permit. New York State Health Department Permit due by Friday, August 15. Exhibit Space: Booths are approximately: 10 feet wide, 20 feet deep and include: 2) standard 8 foot table, 4) chairs and 1) exhibitor sign with exhibitor name to be placed in booth. Tenting: This is a rain or shine event. Vendors are encouraged to bring their own pop-up tent(s). If you do not have a tent, please contact [email protected] to coordinate a rental from HITS. Electric: Electric is provided to all vendors. To access electric, all vendors are encouraged to bring at least 2 grounded extension cords. Internet: Vendors are permitted to use the property’s high-speed WIFI, however, personal hotspots/WIFI Cards are encouraged, especially if accepting Credit Cards as a method of payment. Displays: Cannot extend beyond the contracted exhibit space, nor interfere with those of adjacent exhibitors. All exhibits must conform to “family fare” and HITS retains the right to order the removal of any display or any part thereof. Propane Tanks for Cooking:
Must be a safe distance from areas of travel and combustibles Must have safety release valves pointed away from pedestrians, cooking area and tents Supply gas lines may be required to be lengthened All tanks shall be adequately protected from potential tampering, damage from vehicles and other hazards Must be securely fastened in place to prevent unauthorized movement of tanks
Cooking Areas:
Cooking equipment must be kept a safe distance from combustibles Outdoor cooking equipment that produces sparks or grease laden vapors shall not be set-up within 20 feet from any combustibles, tents, straw bales, etc. (i.e. smoked pork cookers) All food vendors must have appropriate fire extinguishers.(i.e. vegetable, animal oils and fats require a class K rated portable extinguisher)
Tents:
Certification relative to flame resistance of the fabric in compliance with Section 2706.3 1-5 of the Fire Codes of New York State Areas within and adjacent to the tents shall be maintained clear of all combustibles It is the vendors responsibility to securely anchor your booth, as the wind and weather can be severe
Soft Drinks: All vendors may sell soft drinks, coffee, tea, and juices. Only Coca-Cola products may be served. Refrigeration: No refrigeration will be available. Vendors must plan accordingly. Vendor Rules & Regulations Set Up & Tear Down: All set up and tear down must be done during designated hours: Set Up: Saturday, September 6: 5-8pm (Security provided overnight) Sunday, September 7: 8- 10:30am Tear Down: Sunday, September 7: 5pm* *Vendor food service will shut down as soon as the Zoetis $1 Million Grand Prix finishes. Booth Subletting/Sharing: Subletting/sharing of booth space is strictly prohibited. Parking: Exhibitors must park in designated lots. Vendors will receive a parking pass to display for entry. Janitorial Services: Reasonable care and clean-up is expected. Your exhibit space must be in free of trash upon vacating premises. Damage: If any electrical cords are to be used, non-adhesive, rubber backed cord cover strips must be used. Exhibitors shall not deface any part of premises without approval by HITS. Trash: Each exhibitor will be provided trash receptacles. Exhibitors are responsible for disposal of trash into designated areas. All trash must be bagged and properly disposed of, before leaving area. No fry oil receptacles will be provided. Vendors are responsible for removal. Alcoholic Beverages: Consumption of alcoholic beverages by participating vendors during HITS Harvest Food Fest hours is strictly prohibited. If vendor or their worker/volunteer violates the above rule, that vendor will be
barred from participating in future events. Yes, I have read the above rules, regulations and Vendor Agreement and I agree to comply. Please sign your name here: X____________________________________________________________________________________________________________
Company/Restaurant Name:
Representative(s) Name:
Mailing Address:
Telephone:
Email:
Website:
Short Description of Your Product:
Vendor Agreement The 2014 HITS Harvest Food Fest, presented by HITS Horse Shows will be held at HITS-on-the-Hudson, 454 Washington Avenue Extension Saugerties, New York, on Sunday, September 7 from 11am – 5pm. Doors will open to the public promptly at 11am. We request that vendor booths are ready by 10:30am. Upon entry to the event, attendees will receive one ticket for each vendor, granting them a single complimentary tasting. The tasting sample is the vendor’s choice. Vendors should be prepared to serve 800 tastings/samples. Additionally, vendors may sell food for attendees to purchase. Exhibitors will only promote their product, service, literature/information within their specific booth space assigned. All food vendors will receive 4 complimentary General Admission tickets to the Charlie Daniels Band concert directly following the Zoetis Million Grand Prix. HITS, Inc. will NOT assume ANY liability or responsibility for loss or damage to the exhibits, displays or for personal injury of the Exhibitor or his/her representatives. All Vendors and Exhibitors are to be covered under their own liability insurance policy. Exhibitors shall not misrepresent their community status and shall act with honor and integrity in their dealings with the public. Fees: Participation in the 2014 HITS Harvest Food Fest, presented by HITS Horse Shows is free for all approved vendors. A $100 deposit will be collected to hold your space at the event and upon arrival on September 7, the $100 will be returned to vendors. All vendors interested in participating in the event are required to review, complete and submit this form back to the contact listed below. The deadline for vendor applications is Friday, August 1. Approved applicants will be notified in writing by Friday, August 8. Completed applications can be faxed, emailed or delivered to: Emily Glass 319 Main Street Saugerties, NY 12477 (F) 845.246.8248 (E) [email protected] Terms & Conditions: 1. All vendors will be required to provide HITS with a certificate of insurance evidencing a policy of One Million Dollars ($1,000,000) per occurrence, Two Million ($2,000,000) aggregate in Combined Single Limit Bodily Injury and Property Damage insurance, including products/completed operations naming HITS, Inc. as specifically designated additional insured. A certificate of insurance for Workers’ Compensation and Employment Liability in the amount of no
less than One Hundred Thousand Dollars ($100,000) per occurrence. Insurance certificates are due by Friday, August 15. 2. A photocopy of your New York State Certificate of Authority to Collect Sales Tax, which serves as evidence that you have met the sales and use tax registration requirements for New York State and that you are authorized to collect and remit tax as required by law. New York State Certificate of Authority to Collect Sales Tax due by Friday, August 15. 3. A current New York State Health Department Permit. New York State Health Department Permit due by Friday, August 15. Exhibit Space: Booths are approximately: 10 feet wide, 20 feet deep and include: 2) standard 8 foot table, 4) chairs and 1) exhibitor sign with exhibitor name to be placed in booth. Tenting: This is a rain or shine event. Vendors are encouraged to bring their own pop-up tent(s). If you do not have a tent, please contact [email protected] to coordinate a rental from HITS. Electric: Electric is provided to all vendors. To access electric, all vendors are encouraged to bring at least 2 grounded extension cords. Internet: Vendors are permitted to use the property’s high-speed WIFI, however, personal hotspots/WIFI Cards are encouraged, especially if accepting Credit Cards as a method of payment. Displays: Cannot extend beyond the contracted exhibit space, nor interfere with those of adjacent exhibitors. All exhibits must conform to “family fare” and HITS retains the right to order the removal of any display or any part thereof. Propane Tanks for Cooking:
Must be a safe distance from areas of travel and combustibles Must have safety release valves pointed away from pedestrians, cooking area and tents Supply gas lines may be required to be lengthened All tanks shall be adequately protected from potential tampering, damage from vehicles and other hazards Must be securely fastened in place to prevent unauthorized movement of tanks
Cooking Areas:
Cooking equipment must be kept a safe distance from combustibles Outdoor cooking equipment that produces sparks or grease laden vapors shall not be set-up within 20 feet from any combustibles, tents, straw bales, etc. (i.e. smoked pork cookers) All food vendors must have appropriate fire extinguishers.(i.e. vegetable, animal oils and fats require a class K rated portable extinguisher)
Tents:
Certification relative to flame resistance of the fabric in compliance with Section 2706.3 1-5 of the Fire Codes of New York State Areas within and adjacent to the tents shall be maintained clear of all combustibles It is the vendors responsibility to securely anchor your booth, as the wind and weather can be severe
Soft Drinks: All vendors may sell soft drinks, coffee, tea, and juices. Only Coca-Cola products may be served. Refrigeration: No refrigeration will be available. Vendors must plan accordingly. Vendor Rules & Regulations Set Up & Tear Down: All set up and tear down must be done during designated hours: Set Up: Saturday, September 6: 5-8pm (Security provided overnight) Sunday, September 7: 8- 10:30am Tear Down: Sunday, September 7: 5pm* *Vendor food service will shut down as soon as the Zoetis $1 Million Grand Prix finishes. Booth Subletting/Sharing: Subletting/sharing of booth space is strictly prohibited. Parking: Exhibitors must park in designated lots. Vendors will receive a parking pass to display for entry. Janitorial Services: Reasonable care and clean-up is expected. Your exhibit space must be in free of trash upon vacating premises. Damage: If any electrical cords are to be used, non-adhesive, rubber backed cord cover strips must be used. Exhibitors shall not deface any part of premises without approval by HITS. Trash: Each exhibitor will be provided trash receptacles. Exhibitors are responsible for disposal of trash into designated areas. All trash must be bagged and properly disposed of, before leaving area. No fry oil receptacles will be provided. Vendors are responsible for removal. Alcoholic Beverages: Consumption of alcoholic beverages by participating vendors during HITS Harvest Food Fest hours is strictly prohibited. If vendor or their worker/volunteer violates the above rule, that vendor will be
barred from participating in future events. Yes, I have read the above rules, regulations and Vendor Agreement and I agree to comply. Please sign your name here: X____________________________________________________________________________________________________________
