Vendor Fact Sheet and Rules
BATTLE CREEK FIELD OF FLIGHT BALLOON FESTIVAL & AIR SHOW
W.K. KELLOGG AIRPORT ~ JULY 3 – JULY 7, 2013
FACT SHEET & APPLICATION RULES FOR FOOD * NOVELTY/FLEA MARKET *ARTS & CRAFTS * SPECIALTY/COMMERCIAL BOOTH VENDORS
THE APPLICATION/CONTRACT UNDER THE SUPERVISION AND ENFORCEMENT OF BATTLE CREEK HOT-AIR BALLOON CHAMPIONSHIP’S INC. HEREAFTER REFERRED TO AS “BALLOON CORPORATION”.
Priority for space will be reviewed on previous participation, date of receipt, and type of product. Balloon Corporation has the right to approve or disapprove any items a Vendor may wish to sell, dispense, promote, give away, etc. Balloon Corporation will limit the number of concessions selling the same product/item and limit the number of spaces per vendor. The Vendor Application for Contract must be completely filled out or it will be returned.
In signing the application, Vendors agree to all of the terms outlined and fully understand that violation of any portion of this Fact Sheet and Application Rules could cause immediate forfeiture of space, custodial fees and removal from event grounds and exclusion from future events.
FILLING OUT APPLICATION/CONTRACT
You must complete each section and remit all required items, i.e. photo (new vendors only) and 50% of you custodial fee. Initially, the Vendor Application for Contract is simply an “application”. Once you have been accepted, it becomes the binding contract. If you have any questions about completing this application, please contact the Balloon Championship Office at (269) 962-0592, for assistance.
ALL Novelty/Flea Market, Food, and Specialty Booths are required to furnish a certificate of insurance in the minimum amount of $300,000.00 covering all liability for operation of his/her booth.
The certificate must name Battle Creek Hot Air Balloon Championship's, Inc., and the City of Battle Creek as additional insured’s. You may have this certificate faxed to us at (269) 962-8687. Be sure that the name you are submitting on the application is the same name that appears on the certificate.
This certificate must be provided to us prior to or on the day you plan to set-up. Vendors will not be permitted to set-up without proper insurance papers, which could cause forfeiture of space and all custodial fees paid. The dates on this certificate must begin on the day you plan to set-up and conclude on the day you depart.
Arts & Crafts Vendors are not required to have insurance. Vendors are responsible for any loss of items, damage, theft, etc. Also, any person injured at your booth or display will be your responsibility. Thus, you agree to hold harmless Battle Creek Hot-Air Balloon Championships Inc. and the City of Battle Creek, Michigan from all claims.
DESCRIPTION OF VENDORS
NOVELTY/FLEA MARKET ITEMS AND GIFTS can be homemade items, pins, patches, sunglasses, mugs, models, calendars, place-mats, wearables, etc. These Vendors must remain in place for the duration of the entire event. Only new applicants must submit a photograph of their display.
FOOD VENDORS must be a self contained trailer or booth! Candy, cookies, chicken, gyros, peanuts, cotton candy, hamburgers, hot dogs, rolls, popcorn, elephant ears, pop, lemonade, etc. All Food Vendors must remain in place for the duration of the entire event. Only new applicants must submit a photograph.
SPECIALTY BOOTHS/COMMERCIAL DISPLAYS include, but are not limited to: charge cards, spas, balloon dealers, sponsors, vacuum sweeper sales, etc. Specialty Booths/Commercial Displays must remain in place for the duration of the entire event. Only new applicants must submit a photograph of their display.
ARTS & CRAFTS – HOMEMADE or HAND DECORATED items ONLY! Flea Market Vendors must apply as a Novelty or Specialty/Commercial Vendor.
BEVERAGE TENTS - Balloon Corporation (Battle Creek Hot-Air Balloon Championships, Inc.) shall be the only party allowed to sell alcoholic beverages in cooperation with the Michigan Liquor Control Commission. Balloon Corporation shall receive all profits from the sale of alcoholic beverages; maintains control and responsibility for the actions of all persons or employees operating the concession/vendor business as they relate to the Liquor Control Act and Rules or violations of the Act and Rules; and the licensee retain control over all portions of the licensed premises.
PLEASE NOTE: ONLY ONE DISPLAY OR VENDOR PER SITE REGARDLESS OF SIZE; HEALTH DEPARTMENT PERMITS ARE MANDATORY.
OFFICIAL SUPPLIERS & RESTRICTED ITEMS
There are certain items that are "restricted" and cannot be sold or given away by anyone, unless prior written approval is given by Balloon Corporation. Such items could include, but are not limited to soft drinks, water, food supplier, helium filled balloons or air blown balloons, glow in the dark objects, helium-filled objects, sunglasses and alcoholic beverages. We could also have booths doing various sampling such as ice cream and should this occur, we will notify those vendors selling the same product.
Items cannot contain the wording “Battle Creek Hot-Air Balloon Championship’s and Air Show” or “Battle Creek Field of Flight Air Show & Balloon Festival” or any other such wording, which pertains to the official name or official logos of Balloon Corporation. Specialty Booths wishing to give away t-shirts or wearables must have the written permission from Balloon Corporation.
Should we have an Official Soft Drink or Water Sponsor, vendors will be required to purchase a minimum amount of product. If you have any questions, please contact the Balloon Office at (269)962-0592. Should we have an Official Supplier for the event, you could also be required to purchase product from them. Please understand, we will not expect you to purchase product from an Official Supplier if they do not handle the specific brand you need or if their pricing is higher.
We have an Official Ice Supplier and we will have a reefer filled with ice and we will make daily deliveries to Vendors; at which time Vendors will be required to pay cash or have a money order. We will carry 22lb bags of ice which will be sold individually. The estimated price on the 22lb bags will be $5.00. However, please realize that Balloon Corporation and the Official Ice Supplier will have exclusives on the event grounds. ALL VENDORS must purchase all their ice on site. If you would like, we’d be happy to make arrangements for you to rent an ice chest for $150.00.
SET-UP OF VENDORS
We will send you an “acceptance packet” and provide you with a “set-up” request form. You will be permitted to indicate which day you would like to set-up, based on the following tentative schedule:
Monday, July 1st 9 AM – 3 PM - FOOD
Tuesday, July 2nd 9 AM – 3 PM - FOOD
Wednesday, July 3rd 9 AM – 3 PM - ALL
Thursday, July 4th 9 AM – 3 PM - ALL
All vendors EXCEPT FOOD VENDORS will not be permitted to have a storage trailer parked behind their booth unless they incorporate this into their actual “custodial fee”. Trailers are permitted if it is actually your “booth” i.e. “Post Balloon Club” does not use a tent but rather a self-contained vendor trailer with an awning. If you have any questions, please contact the Balloon office at (269)962-0592.
ELECTRICAL AND WATER
This will be our third year in our new location; of course our veteran vendors already know this. We do not have any power in this location. Therefore, ALL FOOD Vendors will operate off generators from Michigan Cat. Additional information will follow in your “acceptance packet”.
All other Vendors needing power can either bring their own “QUIET” generator or we can provide you with information on renting a generator. PLEASE understand that ALL generators must be inspected by the Electrical Inspector and Event Power Committee. These generators must have an adequate noise barrier and be free of fumes.
LIMITED water hookups will be available (one per food booth) but this water is not to be used as drinking water. Vendors are responsible for providing a UL approved check valve in order to connect into our water lines. Again, indicate your needs on the Application.
Tear down for all Vendors will be Sunday, July 7th after the last scheduled event; or Monday, July 8th from 9:00 a.m. until 12 noon. Vendors must vacate the premises by 2:00 p.m. on Monday, July 8th.
Vendors further agree to check out with the Concessions Committee or Balloon Corporations designated person before leaving the grounds at the conclusion of the event. Any Vendor found not abiding by the terms and conditions set forth in this agreement will be in violation of this agreement, which could result in immediate forfeiture of space, any fees paid and the exclusion from future events. NO ONE WILL BE PERMITTED to leave the grounds until ALL spectators have cleared the field!
All Vendors are required to completely clean their area upon departure. Absolutely no vehicles are permitted on the grounds for tear down until authorization is given by the committee designee. NO vendors will be permitted to pull out on Sunday, July 7, 2012 until one (1) hour after the last scheduled activity or have written permission from the Executive Director of Battle Creek Hot-Air Balloon Championships Inc.
All Vendors are required to pay to the State of Michigan 6% of their sales. All vendors will be given the sales tax form upon arrival for your convenience.
ALL FOOD VENDORS shall pay a 10% maintenance fee on all Gross Sales to Balloon Corporation. Balloon Corporation will provide an accounting form for each Vendor to complete. The Concessions Committee or its designee will collect forms and maintenance fee owed on a daily basis. PAYMENT MUST BE CASH AND RECEIPTS WILL BE PROVIDED! THIS RULE COULD APPLY TO OTHER NON-FOOD VENDORS.
Food permits must be obtained from the Calhoun County Health Department, 190 East Michigan Avenue, Battle Creek, MI 49014, (269) 966 1206. Please do not contact the Health Department or expect contact from them until after you have received notification from Balloon Corporation that you have been accepted. The Health Department will receive a complete list of all accepted vendors and they will send you the pertinent information about obtaining the required Health Permits.
Vendors can receive parking permits for a maximum of two (2) vehicles. These permits will allow the parking of ONE STORAGE VEHICLE and ONE TRANSPORT VEHICLE or TWO TRANSPORT VEHICLES. For food vendors, these vehicles must be parked directly behind your space assignment or an area that we designate. These passes must be visible in the vehicles at all times! Novelty, Arts & Crafts, and Specialty/Commercial Vendors will not be permitted to park at their booth location; at this time a designated area will be provided. Vendors will be allowed to purchase a week-long permit for $20.00 for vehicles outside the festival grounds, or you may choose to pay $5.00 per day, per car. Additional, free parking passes may be granted upon request.
Vendors will receive at least two (2) "Official" Vendor Badges. These badges are to be worn by you and one of your top workers at all times. These are non transferable. There will be a maximum number of free admission passes for your workers. The Concessions Committee and Event Organizers will evaluate each request. Additional passes can be purchased.
PLEASE NOTE: EVERYONE IN THE VEHICLE (Entering the Field) WILL BE CHARGED IF THEY DO NOT HAVE A WRISTBAND OR BADGE for each day!
VENDORS DEBRIS DISPOSAL/PUMPING OF HOLDING TANKS
Vendors will be accessed a $100.00 “clean up fee” per day IF THEIR AREA IS NOT KEPT CLEAN as determined by the Concession’s Committee. Absolutely nothing is to be left behind on departure, i.e., grease, bricks, boxes, ashes, etc.
Vendors are not to use or move the trash barrels or dumpsters located in front of their booths or said area for the disposing of any product! Disposing of grease, fat or any other type of liquid is not to be dumped in any of the refuge containers. Vendors are responsible to have their own disposable containers. Dumpsters and “yard waste containers” will be strategically placed and you will be assigned a specific dumpster for all food products and basic garbage. All cardboard boxes and large paper products are to be broken down and disposed of in a designated area provided by Balloon Corporation; do not set any product outside the units. Should you have a large quantity of boxes, please contact someone from the concessions committee and they’ll have the launch site committee transport your boxes to the trash compactor or designated area.
Again, all food Vendors are responsible for disposing of their own grease or any other type of such liquid! There will be no containers available on the grounds for disposal and dumping on the grounds is prohibited! Any Vendor violating this will lose their space, all custodial and maintenance fees paid, be fined, and be removed from the premises. We will make arrangements to have someone pump your holding tanks. You’ll receive further information at a later date.
PRODUCT SALES, ADVERTISING AND GIVEAWAYS
A complete description of product sales, register to win, food sales, etc., must be explained on your application. This is to avoid conflicts and to keep everything fair. All solicitations must remain inside your own display tent or booth area including advertising signs, unless prior written consent has been given by Balloon Corporation.
There are no tables or chairs available for spectators to utilize. In the past, some Vendors have brought in their own “eating areas”. This is permissible, however, there will be a charge and the eating areas will be located directly next to or across from your booth. You must indicate on your agreement if you would like to bring an eating area and the size you plan to have. It is your responsibility to keep this area clean. Eating areas are calculated according to the custodial rates outlined for Food Vendors.
HOURS OF OPERATION
Hours of operation will fluctuate depending on each day's schedule. We will provide you with the final hours of operation prior to the actual event. Vendors will have time to clean their booth after the conclusion of the last scheduled event; approximately 1 hour. The On-Field Security Committee or Concession’s Committee will give you a final warning for vacating the grounds each evening. The tentative hours of operation are as follows:
Wednesday, July 3rd 5 PM – 11 PM
Thursday, July 4th 3 PM – 11 PM
Friday, July 5th 5 PM – 11 PM
Saturday, July 6th 10 AM – 11 PM
Sunday, July 7th 10 AM – 10 PM
IDENTIFICATION OF BOOTHS
All Vendors, as determined by Balloon Corporation, could be required to attach a large booth number to the front and back of their booth. These numbers will be preassigned and provided by Balloon Corporation.
Golf carts, mopeds, bicycles, 4-Wheelers, 3-Wheelers, Gators or any type of motorized vehicles are not permitted without advance permission! You must have an insurance certificate in the amount of $200,000.00 for liability with Battle Creek Hot-Air Balloon Championships Inc. and the City of Battle Creek as additional insured’s. You must receive this permission prior to set-up for such vehicles and abide by the rules set forth by the organization. Any vendor found not in compliance could result in forfeiture of their space and all custodial and maintenance fees paid. These vehicles are not permitted on the Launch Field, in front of Food Concessions (must use the back perimeter road), or to conduct a site survey of the area. If permission is granted, you will be given a special sticker for your vehicle with restrictions.
DEADLINE FOR APPLICATIONS
Because we limit the number of duplicate booths and will be limiting the total number booths, we will be evaluating all applications as we receive them. Acceptance will be sent weekly and final payments must be received by the specified date or you will be considered in default; which means you could forfeit your space and all monies paid to date. You must submit 50% of your “custodial fee” with your application in order to be considered. Checks need to be made payable to: B.C.H.A.B.C. Inc. If you are not accepted, we will send you a letter and return your deposit.
Should any Vendor have to cancel after May 2, 2013, they could forfeit all money paid to date.
No motor homes, trailers, or recreational vehicles will be allowed to connect to the electrical supply without written permission. No overnight camping on event grounds will be permitted except in the designated Balloon Corporation RV Lot.
Fire inspectors, authorized electricians, and Balloon Corporation shall have full authority to eliminate any hazardous or unsafe conditions without notice to the Vendor.
Balloon Corporation shall provide minimum security patrols; however, Balloon Corporation assumes no liability for damages caused by theft, vandalism, or severe weather conditions.
Balloon Corporation reserves the right to limit ingress and egress during the balloon event. This will be under the control of Balloon Corporations Police Services and On-Field Security Committees. The access to Specialty Booth areas by vehicles shall be restricted in such a manner as not to interfere with balloon launches and other scheduled events. Vendors shall vacate the grounds each night one hour after the completion of the last scheduled event of the day.
Portajons will be placed in strategic locations for use by Vendors and their workers.
Any Vendor found causing excessive noise could forfeit their space and all monies paid.
Any checks returned for Non-Sufficient Funds will incur an additional $25.00 fee.
ABSOLUTELY NO PETS ALLOWED ON THE FESTIVAL GROUNDS!