Download 2014 Letter and Application Here

February 7, 2014
Dear Vendor:
The 2014 Santa-Cali-Gon Days® Festival will be held August 29th through September 1st. This year’s festival promises some exciting
changes based on vendor input from the past two years. Among other things, accommodations for easier loading/unloading and
clean, air-conditioned restrooms with sinks for vendors only are included in those changes. We hope you’ll join us! Santa-Cali-Gon
Days® is the largest festival of its kind in the state of Missouri during Labor Day Weekend. This year’s entertainment line-up is sure to
draw a big crowd! Each year more than 225,000 people from Kansas City and beyond attend the four-day festival. Santa-Cali-Gon
Days® will be celebrating its 42nd anniversary in 2014.
Santa-Cali-Gon Days® is a free street festival geared toward family entertainment, featuring a giant carnival midway, game booths,
and free music concerts from popular artists. In 2013, 443 vendors filled 776 booths offering commercial products, quality artisan
merchandise and hand-crafted products.
The Santa-Cali-Gon Days® Festival is organized and managed by the Santa-Cali-Gon Days® Festival subcommittee of the Chamber’s
Community Development Committee. The Chamber and the Festival subcommittee invite you to be a part of the 2014 Santa-CaliGon Days® Festival as Independence celebrates its pioneer heritage and the origin of the Santa Fe, California, and Oregon trails. We
look forward to showcasing artisan products, local talent and—especially—items Made in America!
If you are interested in promoting your art, business or service during this year’s festival please review the following information
carefully, as well as the enclosed Santa-Cali-Gon Days® Festival Contract.
Contracts for the 2014 Festival will be accepted beginning in February, 2014 at the Chamber Office, 210 W. Truman Road or mailed
to P.O. Box 1077, Independence, MO 64051. Late entry fee of $100 may be added after June 1, 2014.
ARTS & CRAFTS VENDORS
Arts & Crafts vendor contracts are currently being accepted. For consideration as an arts & crafts vendor, submit at least three
photographs: two of your product(s) and one photo of your booth along with a completed contract, booth fee, proof of liability
insurance and a separate $20 processing fee. New for 2014: To be considered for the new category, Judges’ Awards, see santacaligon.
com. Photographs and samples received will not be returned.
Early-renewal vendors for 2014: As you have reserved a 2014 spot, you will not be required to submit photos of your product/booth.
In response to vendor input, we will require all arts & crafts vendors to follow instructions for jury selection, increasing the quality of
arts & crafts, and success of this festival for SCG 2015.
For 2014, we have implemented the following changes based on vendor input for the past two years:
Booth spaces have been expanded. The arts & crafts vendor areas will be established as an open-air venue. Bring your 10x10 tent
(don’t forget your weights…you know our Midwest weather! A minimum of 35 lb. weight per tent pole is required). Arts & crafts
vendors will be provided 100-watt electrical service; additional electrical may be purchased through arrangements with SCG staff.
(Please refer to the contract for GFI regulations.)
Selection Process: A Selection Committee will review all applications. Applicants will be judged on criteria based on available
space, booth appearance, and category needs. The committee will be looking for the best of high quality, unique and interesting
merchandise that reflects the festival’s reputation, quality, diversity, and atmosphere.
Santa Fe, California, & Oregon Trails
Santa Cali Gon Days Festival
210 West Truman Road
Independence, MO 64050
P: 816-252-4745
F: 816-252-4917
Santacaligon.com
Please review Rules and Regulations attached to contract or on the Santa-Cali-Gon website regarding objectionable items. Festival
personnel will evaluate each display. Festival personnel reserve the right to remove a vendor or deny a space without refund to
any vendor in violation of any rule.
INFORMATION FOR FOOD BOOTH VENDORS and ALL VENDORS OTHER THAN ARTS & CRAFTS VENDORS
Independence non-profit organizations are given priority for food booth vendor space. Booth spaces cannot be subleased to a
commercial concern or operated by anyone other than the purchasing organization. Please refer to section 13 on the contract
to see stipulations about advertising a commercial food product in a food booth. Booth spaces are 10x10. Food booth operators
should be prepared for inspections, which begin at 8 a.m. No food may be sold until inspections are completed. Inspection
certificates must be displayed on your booth in plain sight.
INFORMATION FOR GAME BOOTH VENDORS
Game booth vendors must post game prices, rules and display “Pay Before You Play” in full public view at each booth. The signs
should be large and in clear sight. All game booth staff should understand and abide by the posted prices and game rules.
INFORMATION PERTAINING TO ALL VENDORS
EXCLUSIVE PRODUCT RIGHTS. Exclusive Product Rights will be granted to the beverage and ice company providing services at
the 2014 festival. All vendors must honor these contract exclusives and purchase/use products provided by said companies’
representative. Products may not be purchased elsewhere.
TAX EXEMPT FORMS. ALL Non-profit organizations must provide a copy of their state tax exemption form as documentation when
applying for a booth space. Retailers must provide a copy of your state resale tax license. In order to participate in this festival, all
vendors must also submit a no-taxes-due statement from the state of Missouri.
CANCELLATIONS. Vendors shall notify the Chamber in writing of intent to cancel contract no later than July 1, 2014 in order to
receive a 50% refund. Cancellations after July 1, 2014 are not eligible for a refund, nor will fees paid apply to 2015.
The contract/application and its acceptance constitute usage of an assigned space. The Festival Subcommittee has the right to
reassign or change any space. Spaces are not transferable by the Vendors.
FIRE EXTINGUISHERS. A minimum of a 2A10BC Fire Extinguisher is required in every booth. A larger size, such as a 3A40BC, may
be used. Every food booth that produces grease-laden vapors is required to have a “K” class fire extinguisher in addition to the
required 2A10BC extinguisher. All fire extinguishers must have an inspection tag showing that the fire extinguisher has been
inspected the last 12 months.
We look forward to seeing you. Please check the website (santacaligon.com) for information.
Sincerely,
Lois McDonald
Vice President of Community Development
P a g e | 1 of 4 SANTACALIGON® DAYS FESTIVAL August 29th – September 1, 2014 EXHIBITOR CONTRACT PLEASE READ ENTIRE CONTRACT BEFORE COMPLETING. Incomplete contracts will not be accepted for processing. When your contract is approved you will be sent a copy with your booth assignment. The Chamber reserves the right to assign booth spaces. Fees will not be refunded after July 5, 2014. THIS AGREEMENT is made and entered into by and between the Independence Chamber of Commerce (the”Chamber”) and _______________________________________________________________________________________________________________________________ Organization or entity (the “Vendor”) Contact person _______________________________________________________________________________________________________________________________ Address Phone number _______________________________________________________________________________________________________________________________ Sales Tax ID number Vehicle/Trailer license _______________________________________________________________________________________________________________________________ Email address: Cell Phone: (for use during the festival) For the operation of a booth at the 2014 Santa‐Cali‐Gon Days Festival (the “Festival”). VENDOR TYPE AND BOOTH FEE (All BOOTHS ARE 10’ X 10’) ( ) Commercial Vendor $1,000 ( ) Arts and Crafts Vendor $450 ( ) Non‐profit Display Vendor $350 ( ) Non‐profit Food Vendor $500 ( ) Non‐profit Sales Vendor (other than food) $500 ( ) Game Vendor $450 INSURANCE: ( ) Vendor will provide evidence of insurance OR ( ) Vendor elects to pay liability insurance fee of $150 (or $150 per location for booths not adjacent) ELECTRICAL ( ) Vendor is satisfied with 100 watts of power provided (500 watts if food vendor) OR ( ) Vendor needs additional electrical service and will submit request by July 31, 2014. Additional fees will be assessed. LIST DISPLAY/SALE ITEMS ___________________________________________________________________________________________________________ _______________________________________________________________________________________________________________________________ Print name_____________________________________ Vendor signature _______________________________________________ Date ________ X_______________________________________________________Date_______________ Chamber Representative PAYMENT METHOD ( ) Check enclosed ( ) For credit card use: visit santacaligon.com All checks made payable to: Independence Chamber of Commerce, P.O. Box 1077, Independence MO 64051. A $35 fee will be charged for all returned checks. For Office Use Only. RECORD OF PAYMENT DATE PURPOSE Booth Fee Electrical Fee Arts and Crafts Vendor Jury Fee Insurance Fee AMOUNT
Booth Number(s)_______________________________________________________ Commercial Vendor with current Chamber Membership (‐ $ 100.00) (_______) Total Fee________________________________________________________ Processed by _____________________________________________________ P a g e | 2 of 4 RULES AND REGULATIONS BINDING BOTH PARTIES 1)
DEFINITIONS Commercial Vendor – organization, person or entity contracting with the Chamber to sell or display commercial products or services (includes food vendors who are not non‐profit). Arts and Crafts Vendor – organization, person or entity contracting with the Chamber to sell handmade products. Non‐profit Display/Food/Sales Vendor – organization or entity contracting with the Chamber which is formed and exists to provide charitable services. Game Vendor – organization, person or entity contracting with the Chamber to operate a game booth. 2) FESTIVAL SCHEDULE A) Dates and time – The Festival hours operation shall be Friday, August 29, 2014, from 12:00 pm to 11:00 pm CST; Saturday, August 30, 2014, from 10:00 am to 11:00 pm CST; Sunday, August 29, 2014, from 10:00 am to 11:00 pm CST; and Monday, September 1, 2014, 10:00 am to 5:00 pm CST. B) Operation of booths ‐ Certain Arts and Crafts Vendors shall be permitted to close at 10:00 pm on Friday, Saturday, and Sunday. (In the event an Arts and Crafts Vendor sells out of its product it shall nonetheless keep the booth open for display and solicitation of orders until the close of the Festival.) All other Vendors shall keep their booths open at all hours of operation. C) Contingency – The acceptance of this contract by the Chamber is expressly contingent insofar as only the Chamber is concerned upon its ability to obtain an acceptable contract with the City of Independence to produce and present the Festival in and around the historic Independence Square. In the event this contingency cannot be met this contract shall not be deemed accepted and any fees paid herewith shall be returned to the Vendor. D) Inclement weather – The Festival is an outdoor event and subject to weather and climate issues which generally do not cause a cancelation of the event. E) Early renewal – Pre‐registration for the 2015 Festival will be accepted from 2014 vendors on the last day of the 2014 Festival. Completed contracts and fees must be received by the Chamber prior to 5:00 pm CST on September 1, 2014. 3) BOOTH SPACES A) Reservations – There have been significant changes to the site layout for the Festival from previous years. All booths will be assigned on a first come first served basis except: (a)Non‐profit Food Vendors from 2013 Festival who indicated that they wanted grease fee refund applied to 2014 Festival; and (b) Arts and Crafts Vendors who participated in 2013 Festival and paid a registration deposit for 2014 Festival. All Vendors to whom (a) or (b) apply will be given a location preference subject the new site layout provided they submit this contract prior to May 1, 2014. Any contracts cancelled prior to July 1, 2014 will receive 50% refund – cancellations after July 1, 2014 are not eligible for a refund. B) Construction – The Chamber reserves the right to remove a booth from the Festival if the booth is constructed in an unsafe or dangerous manner as determined solely by the Chamber. In the event that a trailer is used, as a booth it must fit including the tongue within the assigned booth space. Motor homes of any kind for variety may not be used or parked in a booth space. All tents must be fire retardant and properly weighted – no stakes in pavement are permitted. A minimum of a 2A10BC fire extinguisher is required in every booth with an inspection tag showing that it has been inspected within the last 12 months. No part of the booth may be 15 feet above the paved surface on which the booth is placed. C) Use ‐ Vendor shall confine operations to the designated area of the booth. Assigned booth spaces are only to be used by the Vendor and only to sell, display, or distributed the items listed on this contract. Vendor shall not permit any third party to promote an event, activity or product. D) Setup/Removal – Vendor shall not be permitted to begin the setup of their booth prior to 6:00 pm CST on Thursday, August 28, 2014. NO EQUIPMENT, MERCHANDISE, FIXTURES, OR BOOTH CONSTRUCTION MATERIALS MAY BROUGHT INTO THE DESIGNATED FESTIVAL AREA PRIOR TO THAT TIME. Vendor must have their booth completed and vehicles removed no later than 10:30 am CST on Friday, August 29, 2014. Removal of booths will not begin until 5:00 pm CST on Monday, September 1, 2014 and must be completed no later than 9:00 pm CST on the same date. No early dismantling of booths or removal of inventory or sales items may occur prior to 5:00 pm CST on September 1, 2014. E) Access during Festival – Each Vendor shall be provided with two tags to allow vehicular entry along a designated route into the Festival area not later than one hour before and not earlier than one hour after the hours of operation. P a g e | 3 of 4 4)
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At no other time during the hours of operation of the Festival will vehicles be permitted in the Festival area. Vehicles left in the Festival area during the hours of operation are subject to immediate towing and/or impoundment. F) Maintenance and cleanup – Vendor is solely responsible for maintaining their booth space plus the areas with 10 feet in any direction of its outward edge except where there may be situated another booth space, keeping the area free of rubbish, trash, and garbage. All trash, waste water and grease must be deposited at regular intervals into the collection containers provided in the Festival area. All food booths cooking with oil or grease must provide a secure a felt ground cover for their entire booth area to prevent greasy stains on sidewalks or pavement. Upon the removal of a booth the same area must be clean and free of any rubbish, trash, garbage, and grease and any booth construction material. E) Subleasing – Subleasing of all or any part of the booth space is strictly prohibited. INSURANCE Each Vendor must be covered by liability insurance during the Festival. Vendor may choose to provide evidence of insurance or pay a liability insurance user fee. Proof of insurance ‐ Evidence of insurance must be submitted to the Chamber no later than July 29, 2014 and shall consist of a certificate of insurance listing the Chamber and the City of Independence as additional insureds, having a coverage limit of no less than $1,000,000, and a coverage period from August 28, 2014 through September 1, 2014. Vendor agrees to notify the Chamber of any changes in the policy or coverage prior to the Festival. User fee ‐ In the event the Vendor elects not to provide evidence of insurance coverage, Vendor shall pay the Chamber a liability insurance user fee of $150. If Vendor has multiple booth spaces and they do not adjoin then Vendor shall pay a liability insurance user fee of $150 per location. ELECTRICAL A) Usage – Electrical service to the Festival area is limited and each Vendor must accurately specify its electrical needs. The failure to do so may limit the electrical service available for the operation of the booth. Food vendors are provided 500 watts and all other vendors are provided 100 watts of service. The cost of the additional electrical service will be determined as the needs are received and assessed. B) Code requirements – Each Vendor must connect each individual appliance, equipment, light, device or technology requiring electrical service using approved GFI extension cords of not less than 3 feet nor more than 50’. Generators producing electricity are not allowed in the Festival area. ARTS AND CRAFTS VENDORS A) Applications – Applications for Arts and Crafts Vendors will be accepted from February 11, 2014 until May 31, 2014. Applicants must submit this contract fully completed with all fees paid, five color copies of product, and $20 jury fee. B) Acceptance – Applications will be judged based upon booth appearance and quality of merchandise. Photographs must be identified with name and medium represented and will not be returned. Vendor will be notified within 30 days of receipt of application of acceptance or rejection. RESTRICTIONS AND REQUIREMENTS A) Generally – Each Vendor shall comply with the restrictions and requirements of this contract in addition to complying with any and all statutes and ordinance of the state of Missouri, County of Jackson and the City of Independence. B) Food Sales – Vendors selling or sampling food products shall be required to obtain a food permit from the City of Independence Health Department. There may be a fee assessed for this permit. Every food booth that produces grease laden vapors is required to have a “K” Class fire extinguisher in addition to the required 2A10BC. C) Sales Tax – Vendor shall be current in all sales tax obligations to the State of Missouri and the City of Independence. D) Sound – Any Vendor notified by the Chamber to discontinue or alter a sound being generated in or from a booth space shall immediately comply. E) Exclusive product rights – Exclusives have been granted to some companies and Vendors. The Chamber shall advise the Vendor of these rights and Vendor shall be required to honor said exclusives. All soft drinks and ice sold by Vendors shall be purchased from companies Chamber has contracted with to provide same. Vendor will not be permitted to display the name, logo or slogan of any company whose products competes in the market with any exclusive products. Vendors selling food, subject to the exclusive rights granted by the Chamber, will be permitted to identify the name of the product they are selling P a g e | 4 of 4 by the placement of a sign at the booth. No other identification of the product will be permitted including, but not limited to, the use of cups, napkins, plate or printed material. Non‐profit Display Vendors shall not be permitted to give out bottled water. F) Trademark – Santa‐Cali‐Gon is a registered trademark and may not be used commercially without the express written permission of the Chamber. G) Merchandise – Vendor may not display or offer for sale an item that in the sole judgment of the Chamber is obscene, dangerous or unlawful. Items expressly prohibited are drug paraphernalia, knives, throwing stars, guns, toy guns, water guns, brass knuckles and raffle tickets. H) Pets – No pets or animal of any kind, except registered service animals, will be allowed in the Festival area during the hours of operation. I) Remedy ‐ Upon the failure of any Vendor to comply with these restrictions and requirements this contract will be canceled, the Vendor will be required to leave the Festival area and all fees will be forfeited. The Chamber reserves the right to interpret the restrictions and requirements of the Festival and, in its sole judgment, determine whether a Vendor is in compliance. 8) INDEMNITY AND RELEASE Vendor covenants that it will protect, defend, hold harmless, and indemnify the Chamber and the City of Independence, their respective officers, directors, officials, agents, employees and volunteers for and against any and all expenses, claims, actions, liabilities, attorney’s fees, damages and losses of any kind, actually or allegedly resulting from or connected with the participation of Vendor in the Festival. Vendor further acknowledges that the Chamber and the City of Independence will not be liable for any loss or damage to any merchandise, product or personal property in or about the Vendor’s booth, regardless of the cause of circumstances of such loss or damage.
Print name_________________________________________________________ Vendor signature____________________________________________________ Date _________________ Click to Submit via Email

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