South Orange Maplewood Community Coalition on Race 2017 xrootsFest vendor contract

South Orange Maplewood Community Coalition on Race

2017 XRootsFest

VENDOR CONTRACT
This vendor contract is between _________________________ _________ (“Vendor”) and the South Orange Maplewood Community Coalition on Race (“SOMA CCR”).

1. 
   Grant of Space
   
   1. 
      Time and Place. The Festival will take place on Floods Hill, 300 Meadowbrook Lane, South Orange, NJ 07079, on Saturday June 24, 2017, 12PM to 5PM. Rain Date is June 25, 2017, at the same time and place.
      
   2. 
      The Space. Upon acceptance of the vendor application, SOMA CCR will grant Vendor the right to operate a booth in a designated space (the “Space”) at the Festival. The Space size will be 10’ x 10’ or 10’ x 20’. Electricity is not provided.
      
   3. 
      Acceptance. Vendor is allowed to participate on a first-accepted first-served basis. Vendor’s enclosed payment will be returned or refunded, if application is not accepted.
      
   4. 
      Table and Chairs Provided. If requested, SOMA CCR will for an additional fee provide one 6’ table and 2 chairs per 10’ x 10’ space, to be returned to SOMA CCR at the end of the Festival.
      
   5. 
      Non-Transferability. Vendor may not allow anyone else to use the Space, except with the express permission of SOMA CCR.
      
   6. 
      Liability. The XRootsFest Festival Committee, the SOMA Community Coalition on Race and South Orange Village shall not be held liable for any damages and or injuries incurred by Vendor while on the Festival site. SOMA CCR and the XRootsFest Festival Committee relinquish all responsibilities and liabilities concerning Vendor’s goods and services, food handling and preparation, to the Vendor.
      

2. 
   Vendor Materials
   
   1. 
      Set-up Equipment. Unless the vendor has rented tables and chairs from SOMA CCR the vendor must provide their own set-up equipment, including tents, canopies, tables chairs, displays, table covers and so on.
      
   2. 
      Restrictions. SOMA CCR, at its sole discretion, may exclude displayed or for-sale items it considers racist, discriminatory or offensive.
      

3. 
   Pre-Festival Special Requirements for Food Vendor
   
   1. 
      Health Authorization. Prior to Festival, Food Vendor must contact South Orange Health Officer John Festa at 973-378-7715 x 7710 or [e-mail]. before May 24, 2017. The South Orange Temporary Food Vendor Application Link Is http://southorange.org/forms/Health/TempFoodVendorApp.pdf however, it is strongly advised to contact John Festa directly as soon as possible. Failure to be approved by the South Orange Health Department by May 24, 2017 will result in an inability to participate in the festival and loss of application fee. ALL Food Vendors, including those in South Orange, will need to purchase a one-day license for $40.
      
   2. 
      Cooking Authorization. Prior to Festival, Food Vendor intending to cook on-site must contact Fire Chief Glenn Savage at the South Orange Fire Department at 973-762-3200 and receive authorization.
      
   3. 
      Compliance. Food Vendor must meet all health and sanitary codes, and be in compliance with all local, state, federal rules and regulations regarding food handling and serving. Food vendors must also meet with South Orange Health Officer John Festa’s approval before and during the event.
      

4. 
   Day-of-Festival Schedule (bring this with you on day of event)
   
   1. 
      Rain Date. If the Festival is rescheduled on June 24, 2017 due to rain, it will be rescheduled to Sunday June 25, 2017, at the same time and location. All vendors are expected to show up on the rain date. Fees are not refundable if the vendor does not show up on the appropriate day.
      
   2. 
      Parking Pass. Bring along the parking pass that will be emailed to you by SOMA CCR. If Vendor does not bring its parking pass, they will not be allowed to park in the designated areas during the Festival.
      
   3. 
      Set Up. Vendor may begin setting up its Space as early as 9:30 AM on the Festival day.
      
   4. 
      Safety. Vendor is responsible for operating the Space in a safe way. For example, Vendor must weigh down or otherwise secure tents or other gear.
      
   5. 
      Operation Start. Vendor’s offerings in its Space must be set up and operational by 11:45 PM on that day.
      
   6. 
      Operation End. Vendor is required to keep its Space in operation until 5PM on that day.
      
   7. 
      Clean-Up. By 5:45 PM on that day, Vendor must have cleaned up its Space, removed all of its refuse from the Festival site, and returned all tables, chairs and any other gear received from SOMA CCR. Vendor is responsible for returning the SOMA CCR table(s) and any other lent equipment in the condition received.
      

5. 
   Payment With Application
   
   1. 
      Make checks payable to SOMA Community Coalition on Race.
      
   2. 
      Vendor payment is non-refundable if Vendor cancels after June 10, 2017, or does not show up at the Festival. Also, payment is not refundable if any unforeseen acts of God, weather, terrorism or war result in the cancellation of the Festival.
      

Acceptance of terms and conditions of participation:
As the authorized representative of Vendor, I have read, understood and agreed to the terms and conditions listed above. If Vendor violates these terms or conditions, Vendor may be subject to penalties, possibly including being required to leave the event.
Signature: _______________________________________ Date: ______________________
Name (print): ____________________________________ Title: _______________________

FOR OFFICE USE ONLY:

Date Contract and Application Received ________________ Space Assignment ______________________

Amount Paid ____________________ Check # _________________________

Credit Card _____________________________
South Orange Maplewood Community Coalition on Race

2017 XRootsFest

VENDOR APPLICATION
Vendor/Organization Name:_____________________________________________________________

Address:_____________________________________________________________________________

City: ____________________________________ State ________ Zip _______________

Contact person: _______________________________________________________________________

Email: _________________________________________________ Phone ___________________

Type of Vendor: ___ Food ___ Merchandise ___ No Sales/Non-Profit

Please describe the activities, types of goods, products and services of your booth __________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

FEE STRUCTURE
No sales or

Merchandise Vendor Food Vendor Non-profit Total Cost

Size of space	10’x10’	10’X20’	10’x10’	10’x20’	10’x10’
Before May 1	___ @ $75	___ @ $115	___ @ $95	___ @ $135	___ @ $40	$ ________
May 1-June 10 Food Vendors: May 1-May 24 only	___ @ $95	___ @ $135	___ @ $115	___ @ $155	___ @ $40	$ ________
After June 10	___ @ $115	___ @ $155			___ @ $40	$ ________
Add $10 for each table rental Number or tables requested ____ Add $5 for each chair rental Number of chairs requested ____						$ ________
Grand Total						$ ________

Make check or money order payable to SOMA Community Coalition on Race. Send payment, completed contract and application to SOMA Community Coalition on Race, P.O. Box 1309, 516 Prospect Street, Maplewood NJ 07040.