Phone: (541)
271-4471
Ocean Festival
2008
Event Vendor Application
CRAFT AND COLLECTABLES
Business Name:__________________________________________________________
Contact Name: First: ______________________Last:___________________________
Street:
Phone Number: (________)_____-_________ Fax Number: (_______)____-_________
E-Mail Address: _____________________________________________
Booth Type: Craft (_____) Collectible (_____)
Describe items for sale or exhibit: (NOTE: ONLY ITEMS LISTED BELOW WILL BE ALLOWED TO BE SOLD):
____________________________________________________________________________________________________________________________________________________________________________
Electrical service required: YES (___) NO(___)
List requirement needed for electrical service: ____________________________________________
Number of 12X20’
spaces needed: ____________ (X) $_____________amount per space; (12ft store front)
Add electrical service if needed for $_____________amount per space.
Total fee = $_____________
Draw the layout of your booth below. Your diagram should be front to back as indicated in the outline. One booth space is approximately 12X20 feet (actual booth widths are about 3-6” less that 12feet). The space provided below is the representation of 5 spaces. Please keep in mind that all your vehicles and RV’s must be kept within your assigned space. Please do make reference to a prior year.
------------------(Street)------------------------------------------------------(Street)-------------------------------(Selling Front)-------------------------------------------------(Selling Front)---------
ß-----12-----àß------12-----àß-----12---àß-----12---àß-----12---à
L
E
F
T
(20’)
S
I
D
E_____________________________________________________________________
------------------------------------------(The Back Side Of Booth)----------------------------------
Please make checks payable to: Winchester Bay Merchants Association. There will be NO REFUNDS. Spaces will only be reserved after application and full payment has been received and approved by the Merchants.
For more information regarding events please contact the
Event Coordinator, Bill Otis at (541) 662-1023 or by e-mail at wbmerchants@yahoo.com
FEE SCHEDULE and INFORMATION
Ocean Festival
DATE: July 18, 19th & 20th
2008
LOCATION:
BOOTH SIZE: 20ftX12ft (12’ Selling Front) APPROXIMATELY
EVENT COST: $75.00 for Craft and Collectables vendors. If you sell water or soda you must register
as a food vendor. (If you have a question on your cost call 541-271-4471
ELECTRICITY: $25.00 /Space (Bring Your Own Extension Cord,
a 10 gauge cord is required, as you could be up to 200 feet from the power
source)
SET-UP TIME: After 10:00 A.M. July 17th
HOURS OF OPERATION:
TAKE DOWN:
==============================================================
PAYMENT
INFORMATION:
Enclosed is a check or money order # ___________ for $________________ payable to the
=============================================================
FOR OFFICE USE ONLY:
DATE REC'D:________________ AMOUNT PD: __________ BY CHECK #:______
# OF SPOTS: ______________ ELECTRICITY: ________
Any person who provides labor for compensation and does
not qualify for an exemption is a subject worker. Non-subject workers are defined in
ORS656.027. Participant is required to
provide proof of workers’ compensation insurance or to certify that subject workers
are not employed for any Winchester Bay Merchants Association 2008 events. Completion of this certificate is REQUIRED as a condition of obtaining a
special use permit for any Event that takes place in
Name: _______________________ Phone Number: ________________________
Business or Organization Name: ________________________________ (if applicable)
I, as Participant, and for the Organization, if any, named above, certify that I will NOT employ workers to perform labor at any Winchester Bay Merchants Association 2008 events.
__________________________________ _________________________
(Vendor Signature) (Date)
===============================================================
Subject workers will be employed to perform labor at
Winchester Bay Merchants Association 2008 events. I have instructed my insurance agent to
furnish proof of the required insurance coverage to the Winchester Bay
Merchants Association,
____________________________ ___________________________
(Vendor Signature) (Date)
2008 EVENT VENDORS
TERMS AND CONDITIONS
AUTHORITY OF
1. REFUNDS. THERE WILL BE NO REFUNDS.
2. USE OF ASSIGNED SPACE (the “Booth”). Participant may not display, sell and/or attempt to sell any items of drug paraphernalia; any item displaying obscenity or profanity; any item that is sexually explicit or displays excessive nudity; or any item tending to excite racial disharmony.
a. Participant may use the booth space assigned by the Committee to
sell only the items described in the permit application. Participant accepts the booth space in the
condition existing at check in. The
Merchants Association is not obligated to make any improvements to the booth
space for the Event.
b. Participant shall not make any alterations to the booth space
without the written approval of the Merchants Association. Participant shall take reasonable precautions
to prevent damage to the booth space.
Stakes, spikes or other devises shall not be driven into the pavement. Participant shall be responsible for and
shall compensate Merchants Association for damage that is caused by the
negligence or other wrongful acts or omissions of Participant, or their
employees or agents.
c. Participant shall keep the booth space reasonably clean during
the Event and afterward place all trash generated by the Event in receptacles
provided in the Event area. All
corrugated boxes will be flattened and placed next to a dumpster.
d. Participant shall remove from Vendors area their furniture,
appliances, supplies, signs, and other personal property used at the Event and
surrenders the booth space to the Merchants Association in the same condition
as received no later than
e. All your vehicles,
trailers, equipment, ect. MUST fit in your rented space (booth). You MAY NOT use the parking space on the west
side of Beach Bvld. to park your equipment, that space is reserved fishermen
and customers.
3. FOOD AND BEVERAGES.
a. No person or entity may serve food or
beverages at the Event for consumption by the public without a temporary
restaurant
license as required by ORS 642.025 or a temporary benevolent restaurant license
as required by ORS 624.028.
b. Information about the required license may be obtained from the
Douglas County Department of Health, 621 Madrone,
4. COMPLIANCE WITH LAWS. Participant shall comply with all federal, state, and local statutes, regulations, administrative rules, codes, and ordinances that apply to the Event.
5. WORKERS’
COMPENSATION. Every participant MUST
return the Workers Comp form. Participants who employ subject workers to perform
labor at the Event are subject employers as defined in ORS 656.005 and shall
comply with ORS 656.017.
6. INDEMNIFICATION.
a. Participant, and Participant’s officers, employees,
and agents are not officers, employees, or agents of the Merchants Association
as those terms are used in ORS 30.260 to 30.300. Participant shall defend, indemnify, and hold
harmless the Merchants Association, and their officers, employees, and agents
from claims, actions, damages, judgment, and other expenses and liabilities
(“claims”) arising out of injury to any person or damage to property caused in
part or entirely by the activities of Participant, or Participant’s officers,
agents, or employees or any hazardous condition at the Booth. Participant will not be responsible for
claims resulting solely from the negligence of the Merchants Association
officers, volunteers, or agents, or latent hazardous conditions.
b. This
section merely allocates risk between the Merchants Association and
Participant. It cannot be construed to diminish
any liability insurer’s obligations or to waive contribution or indemnity from
other persons or entities.
7. LIABILITY INSURANCE. (FOOD VENDOR ONLY)
a. Participant shall, at its own expense, at all times while
Participant is using the Booth, maintain in force a commercial general
liability insurance policy that covers claims arising out of the Event The amount of coverage must be equal or
greater than the limits for claims made under the Oregon Tort Claims Act with
minimum coverage of $500,000 per occurrence (combined single limit for bodily
injury and property damage claims) or $500,000 per occurrence for bodily injury
and $100,000 per occurrence for property damage.
b. Liability coverage must be provided on an “Occurrence”
basis. “Claims made” coverage will not
be acceptable. The
c. Your Insurance Certificate must be mailed along with your
Application – or be received soon thereafter.
You may NOT wait to bring the certificate with you to the event. This is for your own benefit because it
allows time to correct any mistakes on the Certificate. Vendors who are required to provide a
Certificate of Insurance will NOT be allowed to set up until a correct
Certificate has been received. If you do not provide a correct Certificate
prior to the show you will NOT be allowed to set up at the 2008 Ocean Festival
event and you will NOT be given a refund
for your space fee.
8. REMEDIES.
a. Time is of the essence for this Permit. If Participant fails to comply with any
material conditions of this Permit, or if Participant does not take prompt
action to rectify a failure to comply with this Permit or a supplemental
agreement, the Merchants Association may immediately terminate this Permit;
eject the Participant from the Event; exclude the Participant from future
Events; retain Participant’s fee as liquidated damages; or enforce any remedies
available to Merchants Association under Oregon law.
b. The above stated remedies are cumulative. The exercise of one remedy by the Merchants
Association will not impair any other remedy.
Any litigation concerning this permit will be conducted in circuit court
or district court of the State of
9. WEATHER AND SECURITY. All booth space is located outside with no protection from wind
and rain. Participant must keep in mind that Event area
is on the coast and that weather conditions can change quite rapidly. Participant is advised to be prepared for all
types of weather. Participant is
responsible for 24-hour security of the assigned booth and property therein.
10. RUBBISH CONTROL DURING THE EVENT. Dumpsters are provided in the Event area for use by Participant to dispose of Event created rubbish. Each food vendor shall provide a suitable trash container at their booth, police the area around this container, and empty it as required.
11. EXTENSION CORDS. Participant must provide all required extension cords. When more than one cord is used all connections shall be taped or otherwise sealed to provide waterproof protection. Use only heavy-duty cords. As a word of caution, worn, frayed, or improperly insulated extension cords will trip the GFI circuit breakers.
12. EARLY
ARRIVAL. Camping is not allowed at Vendor area. If you need to camp during the event
arrangements must be made with the Local Parks.
Contact the Merchants Association if you need special arrangements.
13. CHECK IN. Assigned space numbers will not be given prior to check in. Committee members will be available at Vendor’s area during set-up time. Please see attached Fee Schedule for set-up times.
14. HOURS OF OPERATION. Closing your booth before the specified time or leaving the Event early will be grounds for exclusion from the Event the following year. Participants may open earlier or remain open later if they so choose – but, you must be open during our advertised hours of operation. Please call prior to event for more information.
15. TIPS ABOUT THE
APPLICATION.
a. Your application is a contract. Please type or print the required
information. When an item is not applicable
indicate
that fact by entering N/A.
b If you share the
cost of booth space with a participant who is not a member of your immediate
family, we require an
application from both parties. This procedure serves two purposes, (1) We
know who the participants are, and (2) The
other person’s name is added to the Event mailing
list. Additional application(s) will be
sent upon request. DO NOT
use reproduced copies.
c. Participants desiring to be near each other should try to have
both parties indicate this fact on their application. Please use the other vendor’s full name.
16. CONFIRMATION OF ACCEPTANCE. Please include a postage paid, self-addressed #10 BUSINESS ENVELOPE with the application or an E-mail address.
17. WHAT TO SEND:
1) The completed
permit application.
2) The workers’
compensation certificate - EVERY vendor is required to return this form.
3) A
self-addressed stamped #10 envelope.
4) Payment in
full.
5) Signed Terms & Conditions.
6) Current Certificate of Liability
Insurance. (Food vendors only)
7) Signed Code of Conduct
18. REQUESTING SPACES. Space numbers will not be given prior to check-in.
19. A REMINDER ABOUT INSURANCE. Instruct your insurance agent to send any required certificates of liability and/or workers’ compensation to the address of the Merchants Association.
20. SUPPLEMENTARY CONDITIONS. Any supplementary conditions shall be in writing and signed by Participant and the Merchants Association.
I, as the Participant, and for the Organization, if any, named above, have read and agree to the conditions set forth in the Terms and Conditions of Winchester Bay Merchants Association 2008 Event Vendor application which I have retained for reference. The undersigned certifies that he/she has the authority to accept and sign this application.
___________________________________ _______________________
(Vendor Signature) (Date)
CODE OF CONDUCT
The Winchester Bay Merchants
Association hereafter called The Merchants Association is committed to
conducting its business affairs in a socially responsible manner. The Merchants Association expects a
commitment to legal compliance and ethical business practices by all of its event
vendors. This Code of Conduct shall
apply to all participants of Merchants Association events.
A.
LEGAL COMPLIANCE: Event vendors must comply with all applicable legal
requirements in conducting business related to sales. Event vendors must comply
with any lawful and reasonable direction given by a Merchants Association
Representative.
B. ENVIRONMENTAL
COMPLIANCE: Event vendors will be committed to the protection and
preservation of the local environment and conduct business accordingly.
C. COMPLIANCE WITH ETHICAL PRINCIPLES: Event
vendors will be committed in the conduct
of their business to a set of ethical standards, which
include, but are by no means limited to honesty, integrity, trustworthiness,
and respect for the unique intrinsic value of each human being. Event vendors
are expected to act with integrity during the course
of relationship between the Merchants Association and your Company. The
Merchants Association also expects that event vendors will not provide false or
misleading information to anyone.
D. FAILURE
TO COMPLY: If any event vendor or
others acting on behalf of the event vendor or it’s business fails to comply
with the Code of Conduct, The Merchants Association will decide an immediate
course of action including but not limited to; dismissal from event without
reimbursement of previously paid funds, exclude from future participation in
events, and legal proceedings that best protect The Merchants Association and
others in attendance from personal injury, harassment, or damages.
E. AGREEMENT
TO COMPLY: The Merchants Association
acknowledges your agreement to this Code of Conduct upon your payment of fees
associated with the participation of Merchants Association events.
_________________________ ___________________________
(Vendor Signature) (Date)