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Dear Valued Vendor, The Phoenix Chinese Week Festival is scheduled to be held on February 12th, 13th and 14th , 2016 at the Margaret T. Hance Park (East Side), 1202 N. 3rd Street, Phoenix, 85004. Attached please find the following Forms needed to participate: 1) Vendor Application; 2) Tent/Table Application; 3) Vendor Agreement; and, 4) Release & Waiver of Liability Agreement. Please complete your Applications as appropriate. Both Agreements MUST be signed and returned with your Applications. There may be new restrictions mandated in any given year due to health or safety concerns. These will always be strictly enforced when imposed. Please be certain that you read and understand all the documents before you submit them. An area will be available to set up a table with chairs (without a tent/booth) but this may be limited as the Festival seeks to include a greater number of Vendors. Should you be interested in additional advertising opportunities for your booth, we also offer advertisement space in our festival souvenir book. Please visit our website at www.phoenixchineseweek.org for more details. All of us on the Phoenix Chinese Week Committee are delighted with your interest in our 2016 Event; we very much look forward to your participation. Your presence is what makes our annual event truly a special festivity year after year. Let us know if you have any questions, or how we may be of the greatest assistance to you; Jenny can be reached at: work telephone 602-‐252-‐4881 or 602-‐252-‐4882 (Mon-‐Sat 9:00 am – 5:00 pm) or [email protected].
Sincerely,
Jenny Hom, Elaine Stack, Bernard Ho Vendor Coordinators
PHOENIX CHINESE WEEK 2016 VENDOR APPLICATION FORM (Food / Snacks / Rides / Merchandise) Date: February 12, 13 & 14, 2016 Location: Margaret T. Hance Park (East Side) 1202 N. 3rd Street, Phoenix, 85004
Company/ Organization Name
Responsible Person
Mailing Address
City
State
Zip
Phone
Cell Phone
Fax
Please check off the appropriate selection & describe any response of “Other” RIDES* Climbing, children’s Ferris wheel or Other:
SNACKS (Single operator/mobile unit)*: Ice Cream, Shaved Ice, Popcorn, or Other:
FOOD (Tent space with tables & chairs) ** Restaurant
or Other:
MERCHANDISE Type(s) [1 or more] Chinese/East Asian Non-‐Asian General
INFORMATIONAL (For-‐Profit) (Non-‐profit or community service)
Description of Items Sold or Displayed
Description of Rides/Activities Conducted
ALL ITEMS ARE SUBJECT TO APPROVAL. PHOENIX CHINESE WEEK HAS EXCLUSIVE PRIORITY TO SELL FOOD, SNACKS & BOTTLED BEVERAGES
IMPORTANT: Insurance: Vendors must provide evidence of current comprehensive broad form public liability coverage PRIOR to Event commencement listing as additional insured: Phoenix Chinese Week, City of Phoenix, Phoenix Sister Cities Commission, and Phoenix Parks & Recreation Department. Electricity: With prior approval/permits, Vendor may use their own generators but such must be placed in compliance with fire & safety requirements and may not interfere with any walkways/pathways; all cords must be taped securely. Copies of permits must be submitted and displayed. Any violations may result in immediate
termination of rights, removal from Event, and forfeiture of fees paid. If generators are no longer allowed by governmental regulations, electrical sources may be limited in availability and will require additional fees; early application is advised.
*Commercial Space required for Rides or Snack Stands. **Commercial Food Tent required if cooking occurs. Required Forms With this Application, attached are, as appropriate, the Vendor Agreement, and Tent/Table Application, and the Release & Waiver of Liability Agreement, duly executed by the Applicant.
I,
___________________, undersigned, hereby apply to be a Vendor, having read and attached all required forms, and fully understood the rules and regulations contained therein, and being a properly responsible officer or sole proprietor:
Printed Name & Title Signature Date Please return completed Agreement along with a check or money order. Make check payable to and mail to: Phoenix Chinese Week/ ATTN: Jenny Hom, P.O. Box 40393, Phoenix AZ 85067-‐0393 Email: [email protected] or [email protected] Tel: (602) 252-‐4882
APPLICATION DEADLINE: January 8, 2016
APPLICATION DEADLINE: January 8, 2016
PHOENIX CHINESE WEEK 2016 TENT/ TABLE APPLICATION FORM Date: February 12, 13 & 14, 2016 Location: Margaret T. Hance Park (East Side), 1202 N. 3rd Street, Phoenix, 85004
Company/ Organization Name
Responsible Person
Mailing Address
City
State
Zip
Phone
Cell Phone
Fax
COMMERCIAL TENT / TABLE
Qty Cost Description Total
$685 Large Commercial Tent (10’x 20’ tent, 3 sides, 4 chairs, 2 8’ tables)
$450 Commercial Food Tent (10’x 10’ tent, 2 chairs, 1 8’ table)* Select
option: � 2 sides w/ open back for cooking – OR– � 3 sides NO cooking
$390 Commercial Space for 1-‐operator snack stand
$350 Merchandise Tent (NO food / 10’ x 10’ tent, 3 sides, 2 chairs, 1 8’ table)
$200 Table Space (2 chairs, 1 8’ table) -‐-‐-‐ Limited Availability
$390 Carnival ride space
NON-‐PROFIT ORGANIZATIONS (As appropriate, must provide evidence — e.g., 501.c(3) letter)**
$200 Discounted Tent (10’ x 10’ tent, no sides, 2 chairs, 1 8’ table)
$135 Discounted Table (2 chairs, 1 8’ table) -‐-‐-‐ Limited Availability
ADDITIONAL REQUESTS
$15 each Extra Tables
$3 each Extra Chairs
TBD Electricity Connection (inquire for pricing & availability; fully describe your needs) _________________________________________________
GRAND TOTAL
DETAILED DESCRIPTION OF ITEMS TO BE SOLD OR DISPLAYED:
Important Notifications: * Your menu CANNOT include sale of bottled water or any soda pop ** Schools, etc. need no special documentation; others without documentation will be charged as for-‐profits. Please make checks payable to “Phoenix Chinese Week”
I have read and agree to abide by this Application and all other Phoenix Chinese Week Agreements and rules.
Printed Name & Title Signature Date
Please return completed tent application, signed CO-OP AGREEMENT and check or money order payable to Phoenix Chinese Week. Mail to: Phoenix Chinese Week/ATTN: Jenny Hom, P.O. Box 40393, Phoenix, AZ 85067-0393. Email: [email protected] Tel: (602) 252-‐4882 or 602-‐252-‐4881 work
PCW 2016 Vendor Agreement Page 1 of 2
2016 PHOENIX CHINESE WEEK FESTIVAL VENDOR AGREEMENT This Agreement is made and entered into by____________________________, hereinafter referred to as “Vendor”, and Phoenix Chinese Week, hereinafter referred to as “PCW,” through their respective appropriate Officers, undersigned for the 2016 Chinese Week Festival, hereinafter referred to as “Event.”
1. DURATION. This Agreement for the Event shall commence on February 11th, 2016 and shall terminate on February 14, 2016. The 2016
dates of the Festival itself are: February 12th, 13th and 14th. 2. RELEASE & WAIVER OF LIABILITY. As further specified with respect to the provisions of this Agreement and also in the separate Release
and Waiver of Liability Agreement, the Vendor shall hold PCW harmless, and shall defend PCW, its officers, volunteers, participants, and providers of site/services, from and against any and all loss, injuries, damages, claims, penalties, fines, legal actions (including costs and expenses as may be incidental thereto), which may be asserted or brought against PCW by any individual or entity arising out of or occurring during the performance and duration of this Agreement; Vendor shall also hold harmless the City of Phoenix, Phoenix Sister Cities Commission, and Phoenix Parks & Recreation Department in an exactly like manner.
3. NON-‐REFUNDABILITY. Vendor’s fee(s) in full amount shall be paid when Application for such participation in the Event is submitted. There are NO refunds for any reason. If the PCW does not accept the Application, the check will be returned. Fees and penalties will be assessed by PCW on any check returned by our financial institution(s) for insufficient funds or for any other cause.
4. CHANGES. Any change in tent/table or ride location or configurations must be approved by the Event Coordinator. Tables, chairs, or other appurtenances may NOT be moved regardless of whether or not such is occupied unless this occurs with the consent of the Event Coordinator.
5. PERMISSIONS. All permits, licenses, certificates, insurances and associated documentation as may be required by City, State, or other authorities, or by PCW, for this Event are responsibility of the Vendor.
6. ELECTRICITY. Provision on site is solely by PCW authorization. Vendor is responsible to secure all approved electrical lines with duct tape to ensure safety.
7. EQUIPMENT/USAGES. CO2 or other tanks, and all equipment of Vendor, must be surely fastened; all approved generators must be installed, if permitted, with all applicable codes of City, State, PCW and site authorities. PCW, site, or governmental/regulatory staff may stop any hazardous activity or equipment usage deemed unsafe and hazardous to health and Vendor shall comply immediately.
8. RESPONSIBILITY. Vendor shall be responsible for the condition and any damage to Tent, Table, Chairs, or any other items provided by PCW, and shall reimburse PCW for any costs related thereto.
9. APPROVALS. PCW and its Event Coordinator, both at submittal of Application and at set-‐up on site, must approve ALL Rides and ALL Goods. At sole discretion of PCW, Vendor shall cease and desist from any activity or items/equipment deemed not in accord with PCW rules or safe usages.
10. PROHIBITION. NO LIVE ANIMALS are permitted for sale, for gift with a purchase, or by any other means of distribution unless specifically approved in advance by written application to PCW. There are NO exceptions; enforcement shall be immediate and any costs associated with compulsory removal from site shall be borne by Vendor.
11. FOOD & BEVERAGES. PCW reserves the exclusive right to sell food, snacks and drinks except as specifically approved by confirmation of PCW in writing when a Vendor Application is accepted; in event of any overlap or conflict in items offered, PCW reserves priority to itself for sales.
12. NO CUSTODIANSHIP. PCW shall NOT be responsible to handle, care for, or in any other way be custodian of any merchandise, equipment, or property of Vendor at any time, nor shall PCW be liable for any losses or damages thereto.
12a – At close of each day of the Event, Vendors shall completely enclose or cover their area in a secure manner. 12b-‐ PCW provides security during these hours:
12.b.1 from 4:00 p.m. on Thursday evening, February 11th through 9:00 a.m. of the next morning; 12.b.2 from 4:00 p.m. on Friday evening, February 12th through 9:00 a.m. of the next morning; and, 12.b.3 from 5:00 p.m. on Saturday evening, February 13th; through 9:00 a.m. of the next morning.
12c – Event security provided by PCW is only strictly for overall order and safety; Vendors solely are responsible for the items in their own areas.
12d-‐ Event security is not provided from 5:00 p.m. on Sunday evening until the Event site is clear of Vendors no later than 5:30 p.m.; Parks & Recreation staff may be present but do not serve as Event security.
PCW 2016 Vendor Agreement Page 2 of 2
13. FORBIDDEN ITEMS. Nails, helium, firecrackers, balloons, open fires, birdseed/uncooked rice, and any hazardous materials are NOT permitted at the Event, regardless of local laws or regulations.
14. CLEANLINESS. Vendor is responsible for the maintenance and clean-‐up of their immediate area during and at the conclusion of the Event. Janitorial services provided by PCW will only handle emptying of trash containers and clean-‐up of food-‐service areas. Trash containers are provided; any extra waste management or area clean-‐up due to Vendor lapses will be charged accordingly.
15. SET-‐UP. PCW has contracted for Thursday, February 11th, as the date on which Tents and Tables will be set-‐up on site. Vendors may access the site to set up their areas:
15a – from 2:00 p.m. to 4:00 p.m. on Thursday; 15b – from 7:00 a.m. to 8:30 a.m. on Friday. Vehicles of Vendors are ONLY permitted within these designated times above for set-‐up: NO exceptions unless approved in advance by PCW in writing. Violators are subject to tow at their own expense.
16. OPEN/OPERATING HOURS. Vendors and Rides shall be ready to welcome the public and to remain open during these timeframes: 16a – from 9:00 a.m. on Friday, February 12th, until 3:00 p.m.; 16b – from 10:00 a.m. on Saturday, February 13th, until 5:00 p.m.; 16c – from 10:00 a.m. on Sunday, February 14th, until 5:00 p.m.;
17. SPACE USAGE. All materials/equipment of a Vendor shall remain within their own Tent area, or underneath their Table area. Public and Event routes/ways must be kept clear as a top priority of safety. Event staff detecting any violation shall require immediate removal; after 3 such violations, the Vendor shall have lost all rights under this Agreement and be subject to removal.
18. CLOSE-‐UP & CLOSE OUT. Vendors shall close up their tents/tables and secure their items appropriately within 30 minutes of the end of Event Hours on each date:
18a: by 3:30 p.m. on Friday, February 12th (vehicle allowed for close-out at 3 p.m.); 18b: by 5:30 p.m. on Saturday, February 13th (vehicle allowed for close-out at 5 p.m); and, 18c: by 5:30 p.m. on Sunday, February 14th . Vehicles of Vendors are permitted for Close Out on Event Site, as of 5:00 p.m. 18d: Furthermore, vehicles of Vendors are not permitted on Event site after 5:30 p.m. on Sunday, at which time all Vendors shall have vacated Event site. Any Vendor present after that time may be subject to further charges assessed by PCW.
19. PARKING. PCW does not provide designated parking areas for Vendors at the Event Site due to the nature of being a City of Phoenix Park. No Parking Passes are available. Parking of any vehicles by Vendors in terms of safety, equipment, possessions, etc. are entirely at the risk of the Vendors.
20. NON-‐COMPETE. PCW offers no guarantee to any Vendor that any sole right to sell or provide goods/services is conferred by approved Application; any exception to exclusive and sole privilege can only be granted by PCW in writing in advance of the Event.
21. NON-‐COMPLIANCE. Any violation of this Agreement, or any other rules and regulations of PCW will result in the forfeiture of any rights and subject a Vendor to possible fines and removal from the Event.
22. OBSERVANCES. Only the flags of the United States and of Arizona will be accorded public and official display; only the National Anthem of the United States shall be performed.
23. INCORPORATION. This Vendor Agreement, undersigned, is herewith incorporated into the Vendor Application as an integral part thereof which is identified, printed hereunder, as:
____________________________ __________________________________ ____________________________ Name of Company Responsible Person / Title Date of Application
I, ____________________________, have read and fully understand the provisions of this Agreement:
Signature Date ____________________________ Please return completed Agreement along with a check or money order. Make check payable to and mail to: Phoenix Chinese Week/ ATTN: Jenny Hom, P.O. Box 40393, Phoenix AZ 85067-‐0393 Email: [email protected] or [email protected] Tel: (602) 252-‐4882 (for internal use only) -‐ -‐ -‐ -‐ -‐ -‐ ACCEPTED/APPROVED by Phoenix Chinese Week
______________________________________ __________________________ ____________ Name & Office Signature Date
RELEASE AND WAIVER OF LIABILITY AGREEMENT
I, ___________________________________________________________ (“Participant”), acknowledge that I have voluntarily applied to participate in the following activities at the Phoenix Chinese Week Cultural Festival 2016 (“Event”) of Phoenix Chinese Week, an Arizona non-‐profit corporation (“Corporation”), in Phoenix, Arizona during February 12, 13 and 14, 2016 for stated Event: ____________________________________________________________________________________________ (description of activities which the Participant will engage in)
I am participating as – a VENDOR � OR a PERFORMER/CREW � (over age 18) � (under 18) � I AM AWARE THAT THESE ACTIVITIES ARE POTENTIALLY HAZARDOUS AND THAT I COULD BE SERIOUSLY INJURED OR EVEN KILLED. I AM VOLUNTARILY PARTICIPATING IN THESE ACTIVITIES WITH THE KNOWLEDGE OF THE DANGER INVOLVED AND AGREE TO ASSUME ANY AND ALL RISKS OF PROPERTY DAMAGE, BODILY INJURY OR DEATH WHETHER SUCH RISKS ARE KNOWN OR UNKNOWN. I verify the above statement of such awareness by placing my initials here: ____________ I certify that I am above the age of 18 years by placing my initials here: ____________ As consideration for being permitted by the Corporation, the State of Arizona (“State”), the County of Maricopa (“County”), the City of Phoenix (“City”) and its integral Departments, and any lessor of the premises of the Event, to participate in these activities, and to use the Event premises and facilities, I forever release the Event, the State, the County, City, any Lessors, the Corporation, any event-‐related organization, and their respective directors, officers, employees, volunteers, agents, contractors and representatives (collectively hereafter referred to as “Releasees”) from any and all actions, claims, or demands that I, my assignees, heirs, distributees, guardians, next of kin, spouse, and legal representatives now have, or may have in the future, for injury, death or property damage, related to (i) my participation in these activities, (ii) the negligence or other acts, whether directly connected to these activities or not, and however caused, by any Releasee, or (iii) the condition of the premises where these activities occur, whether or not I am then participating in these activities. I also agree that I, my assignees, heirs, distributees, guardians, next of kin, spouse, and legal representatives will not make a claim against, sue, or attach the property of any Releasee in connection with any of the matters covered by the foregoing release. I HAVE CAREFULLY READ THIS AGREEMENT AND FULLY UNDERSTAND ITS CONTENTS. I AM AWARE THAT THIS IS A RELEASE OF LIABILITY AND A CONTRACT BETWEEN MYSELF AND THE EVENT, THE STATE, THE COUNTY, CITY, ANY LESSOR AND CORPORATION AND I SIGN IT BELOW OF MY OWN FREE WILL. Executed at: ________________________________________ , Arizona on _____________________, 20___
(location) (date) (year)
PARTICIPANT: _______________________________ _______________________________ ____________________________ Signature Print Name Name of company, if applicable Address, city, state: ____________________________________________________________________________________________
Please return completed Agreement along with a check or money order. Make check payable to and mail to: Phoenix Chinese Week/ ATTN: Jenny Hom, P.O. Box 40393, Phoenix AZ 85067-‐0393 Email: [email protected] or [email protected] Tel: (602) 252-‐4882
