2021 Wentzville Fall Festival Vendor Application
*Friday, Sept 17: 6-10:30 p.m. & Saturday, Sept. 18: Noon – 10:30 p.m.
Section1 Please fill in and complete all information in this section. First Name: Last Name: Company Name: Street: City: State: Zip: Home Phone: Business Phone: Cell Phone: Email: Web Site:
Section 2 Beer, Wine & Food Festival Food and/or Beverage Vendor Arts and Crafts Vendor Saturday Sept. 18, 12-5 p.m. ● Health permit required ● Tables or chairs NOT provided ● Liquor licenses required (if selling alcohol) ● Must remain in assigned vendor FREE ● Water hookups are NOT available booth, no roaming with Fall Festival entry ● Tables or chairs are NOT provided Proceeds from ● Must remain in assigned this event are vendor booth, no roaming All spaces are 10’x10’ put back into ● Must supply certificate of insurance in Multiple spaces may be purchased the local the amount of $500,000 community! All spaces are 10’x10’ Multiple spaces may be purchased
FOOD VENDORS INVITED! (Circle fees that apply) FEE (Circle fees that apply) FEE ALL Fall Festival food vendors are Not for Profit (Attach $75 Not for Profit (Attach $60 welcome to participate & will be proof) proof) designated with a special festival flag. Wentzville ● Provide small, bite size samples Commercial/Business $125 Commercial that will entice attendees to return License (Attach proof) $75 Business/Craft ● Once confirmed as a participant, Non-Wentzville $150 you’ll be given event poster & Business License social media mention from the Frontage ADD ON - Event Page Frontage ADD ON - makes space 20ft deep x makes space 20ft deep x 10ft ● Food samples limited to max of $50 10ft wide. Must pay booth $25 wide. Must pay booth fee and 600 festival attendees fee and this add on fee this add on fee (limited space) ● Winner of the People's Choice (limited space) Award receives a plaque, social media mention, billboard Add Electric (limited) Add Electric spotlight & FREE ENTRY into $40 $40 (110v20a) (limited) (110v20a) the 2022 Fall Festival!!
Check the box if Number of booth spaces x Number of booth spaces x you’d like to Extension cords are NOT provided. Extension cords are NOT provided. participate! 100’, 12 gage cord is required. 100’, 12 gage cord is required. For more info, contact both: TOTAL VENDOR Theresa Daly - [email protected] TOTAL VENDOR FEES $ $ FEES Brett Hanke - [email protected] List items selling:
Vending Trailer: Yes ☐ No ☐ If yes, provide dimensions from hitch to rear bumper ______
*We will accept vendors of food, beverage, and homemade arts and crafts. No resale items. Vendors may not use booths to only advertise their company, political campaigns, raffles or contests. After submission, staff will approve or deny application and choose a booth location. Those denied will receive a full refund.
Section 3 ELECTRIC REQUIREMENTS Electric is available for an additional fee per duplex outlet (110volt-20 amp outlet). Extension cords are NOT provided, 100’, 12 gage cord is required. List all items and quantity using electricity. Generators must be pre-approved and the noise level must run under 64dB at full load. List generator model type.
Section 4 ALL APPLICANTS MUST SUBMIT THE FOLLOWING: 1. Payment for the correct amount of requested booth space including rental and/or electric. 2. Photos of merchandise sold. Label all photos with your name. 3. Signed booth application. 4. FOOD VENDORS: certificate of insurance in the amount of $500,000 Vendor applications will be accepted until August 20rd or until full. Application must be postmarked by August 20, 2021. Mail application and all items in Section 4: Wentzville Fall Festival Attn: Daniel Lewandowski 1001 Schroeder Creek Blvd Wentzville, MO 63385
Contact Daniel Lewandowski at (636)639-2085 or [email protected] for questions regarding Fall Festival.
Vendor/Exhibitor (“Vendor”) does hereby release, acquit, and forever discharge the City of Wentzville and the Fall into Wentzville’s Family Festival Staff, and their officials, members, servants, employees, representatives, successors, and assigns (“City”) from all liability, claims, damages, demands, causes of action, actions, whatsoever, whether known or unknown, whether accrued or accruing, and whether statutory or not, from any and all damages relating to the Festival. Vendor shall indemnify, defend and hold City harmless against and with respect to any and all loss, claims, injury, deficiency or any other damage to any person arising out of or resulting from Vendor’s participation in the Festival. Such indemnification shall include, without limitation, City’s legal fees, expert fees and expenses.
Vendor understands and agrees that the Event Staff reserves the right to accept or deny any application. Vendor understands that prior participation in the Festival does not guarantee the same space(s) that may have been assigned in past Festivals. Vendor further understands and agrees that Vendor may be assigned a booth anywhere in the area requested.
Vendor understands that its payment will be cashed within three (3) weeks of being received by the City. Cashing of the payment does not necessarily mean Vendor has been accepted. Vendors can expect a full refund, if not accepted.
I HAVE READ AND UNDERSTAND THE ABOVE RULES AND REGULATIONS AND I AGREE TO THESE TERMS AND CONDITIONS FOR PARTICIPATION.
Signature:______Date:______2021 FALL FESTIVAL September 17-18, 2021 Vendor Rules and Regulations
1. BOOTH SIZE Spaces are approximately 10’ wide. Vendors must be contained within their allotted space. If the vendor requires additional space, the fee per 10’ space is required. Sidewalks and walkways are to remain free of all items and cannot be used for storage.
2. CHAIRS & TABLES Vendors must provide their own chairs, tables, lighting, fans, etc.
3. CLEAN UP All areas must be left in original condition – clean and free of trash. Areas needing to be cleaned after a vendor leaves will result in a $75 clean-up assessment to the vendor.
4. ELECTRICITY A limited supply of 110 volt-20 amp outlets are available for booths for an additional fee. Service will be provided in order of applications received. All electricity will be marked with your vendor name on it. If you plug into another vendor’s reserved electrical space you will be subject to a fine of $200. NOTE: unless you purchase electricity from us, you do not have it.
5. EXCLUSIVITY Exclusive rights on the following: ● Fall Festival Concessions Staff: Soda and Water. Water and soda can be sold by food booths but the product must be purchased through the Fall Festival Concessions and sold at the predetermined price. All sales are final, unsold items cannot be returned.
6. FOOD BOOTHS Are limited to (3) three food items. A food service license must be displayed before selling food. Contact the St. Charles County Division of Environmental Health & Protection at 636- 949-1800 for more information. Please allow 30 days. Concession items are on a first come, first served basis to help promote everyone’s success. Concession items MUST be approved.
7. ALCOHOLIC BEVERAGE BOOTHS Must obtain proper liquor licenses to sell products at the event and they must be prominently displayed before selling the product.
8. FIRE REGULATIONS Wentzville Fire Marshall requires the following: ● Tents or membrane structures and other equipment shall be adequately roped, braced and anchored to withstand the elements of weather and prevent collapsing. ● Portable fire extinguishers shall be provided by the vendor. (a minimum 5 lb. ABC for vendors and an additional Class K for vendors cooking with grease or producing grease laden vapors.) ● 100 foot, 12 gage extension cord is required.
9. LENGTH OF SHOW Vendors must be set up and ready to sell (1) one hour before the festival opens each day. Vehicles must be removed from the festival area (1) one hour prior to start time. You must remain open for the entire festival. Vendors who leave before the conclusion of the festival will be prohibited from returning to future events. Festival Hours - Friday: 6-10:30pm, Saturday: 12p-10:30p.
10. SET UP Friday September 20th from 9am-5pm. During setup you must remove your materials from the vehicle within 10-15 of arrival and then move your vehicle to the Wentzville Community Club parking lot. You must also have your parking tag on your dash or you will not be permitted to enter the festival area.
11. INSPECTION Festival Management reserves the right to inspect all vendor booths at any time for appropriateness of items sold and will remove any questionable merchandise or displays.
12. PETS Section 205.100. Animals Prohibited at City Sponsored or Sanctioned Events. o All persons are hereby prohibited from bringing animals of any type to any City sponsored or sanctioned event, with the exception of those animals specifically named in writing during the permitting and planning process in conjunction with City events. Police dogs and horses as well as certified service animals are exempt from this provision.
13. VENDORS Roaming vendors, push carts, umbrella stands, display tables and strolling vendors are not permitted unless otherwise approved by Festival Management.
14. SALES TAX Vendors are responsible for the collection and paying of Missouri sales tax.
15. SECURITY Overnight security of the festival grounds will be provided; however, each vendor is responsible for items left in their booth.
16. ATTITUDE Vendors are expected to be kind and courteous to all Festival Staff, patrons and other vendors. If you have questions or concerns, please address them kindly and appropriately. Festival Management reserves the right to remove vendors or people associated with vendors from the festival grounds and will not issue any refunds.
17. INSURANCE In order to cover Vendors indemnification obligations under this agreement, Vendor agrees to procure and maintain throughout the period of the Vendor’s use and occupancy of the premises, sufficient general liability insurance which shall be subject to approval by the City. FOOD VENDORS: must have a certificate of insurance in the amount of $500,000.
18. MEDIA RELEASE All vendors who sign the Vendor Application grant the City of Wentzville permission to use their name, photo or video recording for publicity or promotional purpose without obligation or liability.
19. TENTS All vendors must operate under a flame retardant canopy or from a self-contained trailer.
20. ASSIGNED SPACE ● All booth spaces are 10’x10’. ● Vendors must stay within the boundaries of their assigned booth space. ● Any vendor who extends outside their assigned space will be fined $150 for each foot extended outside their space. ● Trading or relocating booth space is strictly prohibited unless approved by Festival Management.
21. ITEMS SOLD Vendors may ONLY sell the items listed and approved on their application.
22. PARKING Vendors must park in the designated vendor parking area and will have use of the provided vendor shuttle. Festival Management reserves the right to remove any vendor found parking outside the designated vendor parking area and they will be prohibited from attending future events.
23. REFUNDS & CANCELLATIONS ● Refunds will be granted to vendors who cancel before September 1st, excluding a 10% administrative fee, which is based on their total vendor fee. ● There are NO refunds available for approved vendors who cancel after September 1st ● Approved vendors who do not show to the event will NOT receive a refund and will be prohibited from any future events. ● The City of Wentzville is not obligated to issue refunds for any event that is affected by weather conditions unless the entire event is cancelled. 24. PAYMENTS All payments will be deposited within (3) three weeks of receipt. If you are not accepted into the festival, you will be issued a refund.
Event information will be listed on the City of Wentzville’s website at: www.wentzvillemo.gov