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Information for Vendors 2008 High Mountain Hay Fever Bluegrass Festival Westcliffe , Colorado July 10-11-12-13 To apply for a vendor space If you are interested in serving as a vendor at the festival, we would like to hear from you. To inquire before applying, contact Vendor Coordinator Vic Barnes at 719-783-0335. If you decide to apply, please review the Regulations and Guidelines below, and then download, complete and submit the Application and Agreement form by clicking on the appropriate link below. The documents are available in Microsoft Word and Adobe Acrobat PDF formats. Microsoft Word format Vendor Application and Agreement 2008 Vendor Regulations and Guidelines 2008 PDF format Vendor Application and Agreement 2008 Vendor Regulations and Guidelines 2008
Vendor Regulations & GuidelinesThank you for your interest in serving as a vendor at the High Mountain Hay Fever Bluegrass Festival. We feel that vendors who sell quality products will make our festival immeasurably more enjoyable for our attendees. Here's what we're looking for:
• 5-6 food/beverage vendors • up to 10 arts/crafts vendors Attendance numbersOur first two festivals in 2003 and 2004 averaged 1,500 people in total. Attendance jumped to 2,500 overall for 2005 and 2,997 for 2006. In 2007 we set a record at 3,427. If you know bluegrass, you know that we have an incredibly attractive line-up for the festival, and we are optimistic that we will meet or exceed our 2007 total. FeesFees for vendor space for all four days are as follows:
• Food/beverage $300 • Arts/crafts with electricity $200 • Arts/crafts without electricity $150
Fees include the following:
• Space for your booth • Two 4-day festival passes for use only by those who work your booth. (Children 12 and under are admitted to the festival free when accompanied by an adult.) • One space for rough RV or tent camping on site (no hookups) General Vendor Space InformationEach vendor space is limited to an area of approximately 20' X 20'. Placement of vendors in the designated vendor areas is at the sole discretion of High Mountain Hay Fever Festival Association staff.
Vendors are responsible for constructing, furnishing, lighting, maintaining and removing their booth materials, leftovers and trash. Vendor booths must have:
• An attractive, professional, well-maintained appearance • Professional looking signage - no neon or flashing lights • Three sides and a protective wind and rain resistant roof
Vendors will be allowed to bring their vehicle and trailer into the grounds near the vendor area for check-in, setup and take down. However, vendors may be required to park their vehicles away from this area for the duration of the festival.
All vendors must provide their own fire extinguisher and tie-downs for any propane tanks.
Vendors should prepare for any type of weather, particularly wind and afternoon thunderstorms (on rare occasions, late afternoon thunderstorms and winds can be extreme). PowerVendors need to indicate whether they require power in the application form and in what capacity (110 or 220; # of amps needed). We will make every effort to meet vendors' power needs. If you don't require power, please note that on Thursday, Friday and Saturday nights, it will be dark for the last 1 ½ to 2 ½ hours of the festival day so you should bring battery powered lanterns to light your booth during those hours.
Vendors will need to furnish their own interior and exterior lighting. All electrical equipment, including power strips and extension cords, must be grounded and rated for outdoor use. Vendors should bring electrical tape with them to waterproof connections. PetsPets are not allowed in the performance areas at any time during the festival. Campers with pets will be placed in a separate area of the campground and an extra fee per pet will be charged. Please contact our Vendor Coordinator if you intend to bring pets with you so we can make appropriate arrangements. InsuranceAll vendors must provide proof of insurance with their applications. Vendors' liability policies must be for a minimum of $1,000,000. If a policy will be up for renewal between the time an application is submitted and dates of the festival, vendors must supply proof of current insurance before being admitted to the festival site. Product RestrictionsNo glass containers or carry-in alcohol are allowed in the performance areas on the festival grounds. The High Mountain Hay Fever Festival Association will be the sole purveyors of alcoholic beverages – beer and wine – and High Mountain Hay Fever logo merchandise at the festival. Vendors should adjust their product lines accordingly.
Acceptance is based on the understanding that vendors will sell only those items listed on their applications. Additional items may not be sold without our express consent. Sales TaxesVendors must have either a general Colorado Sales Tax License or a Colorado Single or Multiple Event Sales Tax License. SanitationFood booths should dispose of all slop and grease in appropriate containers. This type of waste is deemed hazardous, and therefore we ask that you DO NOT dump any of it in the regular trash containers. Vendors found dumping waste on the ground will be shut down immediately for the remainder of the event. Vendors are responsible for disposing of this waste themselves in an appropriate way. Dumpsters will be on site for the disposal of ordinary, non-hazardous trash. Festival Performance HoursWe ask that vendors be open during festival performance hours. These hours are:
Thursday, July 10: 6:00 PM – 10:30 PM Friday, July 11: 11:00 AM – 10:00 PM Saturday, July 12: 11:00 AM – 10:00 PM Sunday, July 13: 10:00 AM – 3:00 PM
If you find that you are unable to be open continuously during these hours, please get approval for the hours you plan to be open from the Vendor Coordinator before submitting your application. How to applyTo apply for space at the festival, vendors should complete the Festival Vendor Application & Agreement form, include all required support material and a check for the appropriate space category and mail it to the address below. Please note that checks will be cashed only from those who are accepted as vendors.
High Mountain Hay Fever Festival Association PO Box 1199 Westcliffe , CO 81252 719.783.0883 www.highmountainhayfever.org
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