45th annual fall artisans festival application€¦ · 45th annual pinetop-lakeside fall artisans...

45th Annual Pinetop-Lakeside Fall Artisans Festival

September 25th, 26th & 27th, 2020

518 W. White Mountain Blvd, Lakeside AZ 85929 | (928) 367-4290 [email protected] | www.pinetoplakesidechamber.com

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February 1, 2020

Dear Vendor:

Enclosed you will find the Vendor Application for the Pinetop-Lakeside Chamber of Commerce 454th Annual Fall Artisans Festival. There are changes to the schedule and to the pricing. Please read this document carefully!

The festival will be held at The Orchard at Charlie Clark’s, 1701 E. White Mountain Blvd, Lakeside, AZ 85929, on Friday, September 25th from 10:00 a.m. to 5:00 p.m., Saturday, September 26th from 9:00 a.m. to 5:00 p.m., and on Sunday, September 27th from 9:00 a.m. to 2:00 p.m. There will be a $2 entry fee for members of the public over five years of age.

This application supersedes all previous documents. If you have already signed your contract for next year, the pricing changes will not affect you.

The primary focus of our festival is to feature handcrafted items for our juried show. If you have handcrafted items, you must submit a minimum of three photos—one of artwork, one of you making your artwork, and one of your booth—along with a written summary of the process you use to make your art and the completed forms in this document. Photos will be returned if you provide a self-addressed, first-class stamped envelope.

We permit manufactured items so long as the items do not complete with a handcrafted item being offered by a participating artist or craftsman.

If you would like to donate an item to our auction fundraiser (a value of $35 or more), we will discount your booth fee $25. The item will be collected from you during set up.

If we can assist you further or if you have any special requests, please send on a separate sheet of paper along with your application and we will do our best to accommodate you. If you have questions, phone (928) 367-4290. We are looking forward to receiving your application and having another successful festival.

Sincerely,

Fall Artisans Festival Committee Pinetop-Lakeside Chamber of Commerce




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FALL ARTISANS FESTIVAL VENDOR APPLICATION

Single Booth ($250) Double Booth ($450) Triple Booth ($600)

Please note: If you require additional space in order to set up your displays, please reserve the next larger booth.

I am donating an item of $_____________ value ($35 or more) to the auction and reducing the booth fee by $25

Artist’s Name ______________________________________________________________________________________

Business Name _________________________________________________ AZ Sales Tax # ____________________ (8 digits; no letters)

Mailing Address ____________________________________________________________________________________ City ______________________________________________________ State ____________ Zip _____________

Daytime Phone ( ) _________________________ Evening Phone ( ) ___________________________

Website ______________________________________ Email ___________________________________________

Medium (awards will be presented to winners in each category of handcrafted products)

Handcrafts Jewelry Packaged Food Fine Art Wood and/or Metal Crafts

Manufactured Items Other Native American Handcrafted items

Money order, cashier’s check, or business/personal check #_______________ payable to:

Pinetop-Lakeside Chamber of Commerce (FAF2019) and mailed to: 518 W. White Mountain Blvd., Lakeside, AZ 85929

Credit card type: Visa Mastercard Total to be charged: $ __________________________________

Card number __________ __________ __________ __________ Expiration: _____/_____ CVV: ________

Credit card billing address (check here if same as above )

Name __________________________________________________ Phone ( ) _________________________

City ______________________________________________________ State ____________ Zip _____________

If I am accepted as a vendor at the Pinetop-Lakeside Chamber of Commerce Fall Artisans Festival, my booth fee will not be refunded should I need to cancel for any reason. I agree to abide by the conditions and requirements as set forth in this document and understand event producer may deny my participation for any reason.

_____________________________________________ ________________________________________________ APPLICANT’S SIGNATURE DATE




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THIS IS AN IMPORTANT LEGAL DOCUMENT YOU MUST SIGN AND RETURN

RELEASE AND INDEMNITY AGREEMENT

___________________________________________ (your name), hereinafter “Applicant” agrees to indemnify and hold

harmless the Pinetop-Lakeside Chamber of Commerce and The Orchard at Charlie Clark’s, hereinafter “Chamber” and

“Orchard” for any and all claims or lawsuits for personal injuries, wrongful death, or property damage arising from the

acts or omissions of Applicant, which is related to Applicant’s sale of products or services or Applicant’s booth or exhibit

area at the Pinetop-Lakeside Chamber of Commerce Fall Artisans Festival, hereinafter “Festival.” Applicant shall be solely responsible for providing products liability insurance, completed operations insurance, or other liability insurance

that will provide coverage for the acts or omissions of Applicant or for Applicant’s activities at the Festival. In the event

Applicant chooses not to purchase such liability insurance, Applicant understands Applicant shall be corporately and

individually responsible for holding harmless Chamber and Orchard and for defending any lawsuits or claims made by

insured persons. Applicant’s indemnification of Chamber and Orchard shall include all costs of defense including reasonable attorney fees, expert witness fees, travel, food, and lodging expenses related to the defense and other costs

actually incurred by Chamber and Orchard in defending such claims and lawsuits. In the event Applicant has liability

insurance, Applicant agrees to add Chamber and Orchard as additional named insureds for this event only.

Applicant further agrees and promises Applicant will be solely responsible for the payment of all taxes, workman’s compensation benefits and other taxes, fees, etc., relating to Applicant’s sale of products and services and will hold

Chamber and Orchard harmless for any and all such taxes, fees, or benefits.

Further, Applicant agrees it will abide by all federal, state, and local laws and ordinances related to its use of the booth or

exhibit area during the Festival. Applicant further states it will defend and hold Chamber and Orchard harmless for any

violation of law relating to Applicant’s activities or Applicant’s use of the booth or exhibit area.

Likewise, Chamber and Orchard agrees to indemnify and hold Applicant harmless for any and all claims or lawsuits for

personal injuries, wrongful death, or property damage arising from the acts or omissions of Chamber and Orchard.

Further, Chamber and Orchard provides insurance coverage for losses that occur in the common areas of the Festival.

While Chamber accepts primary responsibility for the common areas, Applicant has the sole responsibility for Applicant’s

booth or exhibit area where Applicant’s customers stand to purchase or view Applicant’s products and services.




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In the event Applicant is a corporation, both the president and secretary of the corporation must sign this document. In

addition, in the event Applicant is a corporation, two major shareholders of the corporation must also sign and guarantee

this release and indemnity.

Dated this __________ day of ___________________ 201___.

_____________________________________________________ _____________________________________________________ APPLICANT’S SIGNATURE DATE

_____________________________________________________ _____________________________________________________ PRESIDENT’S SIGNATURE DATE

_____________________________________________________ _____________________________________________________ SECRETARY’S SIGNATURE DATE

If Applicant is a corporation, I, individually and personally, agree to guarantee the performance of Applicant

_____________________________________________________ _____________________________________________________ GUARANTOR’S SIGNATURE DATE

_____________________________________________________ _____________________________________________________ GUARANTOR’S SIGNATURE DATE




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PHOTO/VIDEO RELEASE

Please sign to grant permission for you and/or your artwork to be photographed by Pinetop-Lakeside Chamber of

Commerce.

I authorize photographers for the Pinetop-Lakeside Chamber of Commerce to take photographs of me or videotape me

and/or my artwork during the 2019, 44th Annual Pinetop-Lakeside Fall Artisans Festival for any purpose the Chamber, a

non-profit corporation, deems necessary and appropriate for use in its publicity, publications, promotion, and/or

advertising, with or without individual name(s), and for the Chamber to copyright these photographs or videotapes if it so

desires.

I am the artist (or a representative of the artist), of legal age, and have the right to enter into a contract in this matter. I

have read the authorization and release, and understand its contents.

_____________________________________________________ _____________________________________________________ SIGNATURE DATE

FINES AGREEMENT

I understand vendors are not permitted to use stakes to secure tents or any portion of their booth. I acknowledge,

accept, and will pay a fine of $50 for each violation of this regulation.

I understand vehicles are not permitted on the grass. I acknowledge, accept, and will pay a fine of $100 for each

violation of this regulation.

I understand vendors are not permitted to close or disassemble displays or booths before each day’s closing time. I

acknowledge, accept, and will pay a fine of $100 for each violation of this regulation.

_____________________________________________________ _____________________________________________________ SIGNATURE DATE




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TOWN OF PINETOP-LAKESIDE VENDOR PERMIT APPLICATION YOU MUST REMIT COPY OF AZ SALES TAX LICENSE CERTIFICATE & DRIVER’S LICENSE

FOR OFFICIAL USE ONLY: PERMIT # _________________________

PERMIT FEE PAID $ _______________

DATE ____________________________

ISSUED BY ________________________

BUSINESS NAME ___________________________________________________________________________

PHONE ___________________________________________________________________________________

APPLICANT NAME _________________________________________________________________________

RELATIONSHIP TO BUSINESS ______________________________________________________________

PHYSICAL ADDRESS

__________________________________________________________________________________________

MAILING ADDRESS ________________________________________________________________________

EVENT SPONSOR: Pinetop-Lakeside Chamber of Commerce

DATE OF EVENT: Fall Artisans Festival, September 25, 26, & 27, 2020

(Permit valid only on date(s) indicated)

NATURE & TYPE OF BUSINESS

Retail Sales Other Sales Real Estate Services

Other Professional Services Building or Construction Auto Sales, New/Used

Other: _____________________________ Continued on next page




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Brief description of your business:

__________________________________________________________________________________________

__________________________________________________________________________________________

Describe any chemicals or hazardous materials/wastes to be used or stored by the business

__________________________________________________________________________________________

__________________________________________________________________________________________

TYPE OF BUSINESS ENTITY

Corporation Sole Proprietorship Non-Profit Corporation (Proof Required) L.L.C.

Other

If a Corporation or L.L.C., state where formed _____________________________________________________

Name and Address of Statutory Agent: ___________________________________________________________

Federal I.D. __________________________________ State Sales Tax #: ____________________________

If applicable: (Please attach a copy of the permit)

Navajo County Health Department Certificate/Permit: ___________________________________________

Federal Licenses/Registrations/Permits: _______________________________________________________

OWNER/OFFICER(S) OF BUSINESS

NAME ADDRESS

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

NAME & PHONE NUMBER OF PERSON TO BE CONTACTED IN THE EVENT OF ANY EMERGENCY:

_____________________________________________________ _____________________________________________________ SIGNATURE DATE

_____________________________________________________ TITLE

APPLICATION FEE: $20.00 (included in booth fee)




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RULES, STANDARDS, ELIGIBILITY, AND APPLICATION GUIDELINES

DO NOT RETURN THE FOLLOWING PAGES WITH YOUR APPLICATION

Rules and Standards for Juried Show

This is primarily a JURIED SHOW for original works handcrafted, created, and exhibited by the artist. All items represented as handcrafted are subject to evaluation by the Festival Fall Artisans Festival Committee throughout the festival. The Fall Artisans Festival Committee representatives may request any item not meeting the established standards be removed from display. If you are asked to remove an item please do so immediately.

Festival Committee Quality Control

The Fall Artisans Festival Committee will conduct their duties throughout the event. If you are asked to put away any items, please do so immediately. Any dispute of a product or interpretation of rules must be submitted in writing and will be decided by a majority vote of the Festival Committee whose decision is final.

Handcrafted Item(s) Vendor Images & Biography

You must submit a minimum of three photos—one of artwork, one of you making your artwork, and one of your booth—along with a written summary of the process you use to make your art. Images will be returned if you provide a self-addressed, first-class stamped envelope. Prints of paintings or drawings are permitted, as long as the original piece was created by the artist, who must also be the exhibitor.

Code of Conduct

You must show courtesy to your fellow vendors at all times. You are not permitted to create distractions in order to pull customers from other vendors. This includes the loud playing of music or catcalls. Any vendor involved in a verbal or physical altercation with event staff, other vendors, or customers will be asked to leave the show immediately and will not be permitted to return. No refunds will be issued.

Security and Waiver

Exhibitors are responsible for their art, booth, and liability insurance during the festival. Security will be provided overnight on Thursday, Friday, and Saturday. Pinetop-Lakeside Chamber of Commerce, Charlie Clark’s, nor the Town of Pinetop-Lakeside, its agents, employees or volunteers are responsible for loss, damage, vandalism, casualty, injury or theft. No alcohol, illicit drugs, or firearms are permitted on the festival grounds.




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Booth Space Booth dimensions are 12’ X 12’, 12’ X 24’, or 12’ X 36’. No chairs, tables, electrical power, water, or internet services are included. Exhibitors must provide a professionally manufactured WHITE TENT or WHITE CANOPY in good condition. Tarps, plastic sheeting, blankets, or similar will not be permitted. NO STAKES MAY BE USED—YOU WILL BE FINED. Your booth will be on uneven grass—weights are required to anchor your tent to the festival grounds. This is an orchard and the ground is unlikely to be perfectly level no matter what booth you are assigned. Please bring shims or other devices you can use to ensure your tables can be made level. If you require additional display space, you must reserve a booth in the next larger size—we cannot guarantee you will have leeway on any side.

Booth Fees The single-booth fee is $250, a double-booth fee is $450, and a triple-booth fee is $600, which includes the town of Pinetop-Lakeside permit fee of $20 (the attached form must be completed). You may deduct $25 from your booth fee if you intend to provide an item for the auction with a value of $35 or more.

Payment VISA, Mastercard, money order, cashier’s check, or business/personal check are accepted.

Cancelation & Refund Policy

Once a vendor has been confirmed, there will be no refund due to cancelation for any reason.

Products for Sale

All work at booths must be for sale.

License, Sales Tax and Town Permit

Exhibitors must collect, report, and pay appropriate taxes for all items sold at the festival—if applicable. Each exhibitor is responsible for registering with the State of Arizona Revenue Department. Phone (480) 545-3500 and ask for a license compliance officer.

Visit www.revenue.state.az.us if you have any questions or call (602) 255-2060. A permit application for the Town of Pinetop-Lakeside is included in this packet and must be completed and returned with your exhibitor application. A compliance officer will be walking the festival grounds to verify sales tax permits. Your must remit a copy of your AZ TPT license and driver’s license with your application. Your AZ TPT license must be posted and visible in your booth space at the festival.

Location This open-air festival is held at The Orchard at Charlie Clark’s, 1701 E. White Mountain Blvd., Pinetop, Arizona; rain, shine, or wind—we are in the mountains, be prepared for inclement weather.

Booth Assignments

The Fall Artisans Festival Committee assigns exhibitor locations in the best interest of the festival. The committee may reassign booths due to cancelations or no-shows (exhibitors who have not begun set up by 7:30 AM, Friday September 25th 2020), or any other reason.




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Hours For standard vendors, check-in is Thursday, September 26th, 2019, from 11:00 AM until 5:00 PM and Friday, September 27th, 2019, from 6:00 AM until 9:30 AM.

Hours

Day Set Up Open Close Tear Down

Trailers/Booths Permanently Affixed to Trailers

Thursday 8:00 AM – 11:00 AM — —

All Other Booths

Thursday 9:00 AM – 6:00 PM — —

Friday 7:00 AM – 9:30 AM 10:00 AM 5:00 PM

Saturday — 9:00 AM 5:00 PM

Sunday — 9:00 AM 2:00 PM 2:00 PM – 7:00 PM

Exhibitors must claim their assigned booth space no later than 7:00 AM on Friday or the booth and fee may be forfeited and your booth assigned to a vendor on the waiting list.

Exhibitors must be in their booth 30 minutes prior to show start and until show close.

Loading/ Unloading

EXCEPT IN THE CASE OF DISABILITIES OR TRAILERED BOOTHS, THERE WILL BE NO VEHICLES ALLOWED WITHIN THE GROUNDS. You must plan accordingly and bring a hand truck, dolly, or cart. There are four gates to make unloading/loading more convenient. Immediately after unloading, you must move your vehicle to the vendor parking lot.

Parking During festival hours you must park in the designated vendor parking area only. The venue now records license plates for vendors and vendors parked in customer lots risk being asked to leave the show.

This is a juried show for handcrafted items, though manufactured items are allowed when they do not compete with handcrafted items. There are various types of vendor areas:

• Juried Crafts

• Juried Metal & Wood Works

• Juried Fine Arts

• Juried Jewelry

• Juried Packaged Food

• Native American Artisans

• Non-juried/Manufactured Items

All booth spaces are assigned by the Fall Artisans Festival committee, on a first-come, first-served basis.

45th annual fall artisans festival application€¦ · 45th annual pinetop-lakeside fall artisans...

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