Alpharetta Moonlight Market — Community Initiative Booths

Alpharetta Moonlight Market — Community Initiative Booths GENERAL INFORMATION & AGREEMENT By submitting this application, you acknowledge that you have read and agree to abide by all rules and regulations established by the event organizers for participation in the Alpharetta Moonlight Market. ⸻ 1. Community Initiative Booth Purpose Community Initiative Booth spaces are provided complimentary to selected nonprofit organizations located in and around the Alpharetta area. These spaces allow nonprofits to: • Share information about their mission and programs • Engage with members of the community • Promote volunteer opportunities or charitable initiatives • Raise awareness for their organization Participation is subject to approval by the event organizers, and space is limited. ⸻ 2. Products & Fundraising Community Initiative Booths are primarily intended for informational outreach and community engagement. However, select charitable thrift organizations may be permitted to offer a limited assortment of donated goods for sale, provided the items are disclosed in the application and align with the family-friendly nature of the event. Event organizers reserve the right to approve or decline any items offered for sale. ⸻ 3. Booth Space & Equipment Each participating organization will be provided with an approximately 10’ x 10’ booth space located along Market Street within the Moonlight Market event footprint. Participants are responsible for providing their own booth setup including: • A 10’ x 10’ canopy tent • A minimum of 40 pounds of weight on each tent leg • Tables and chairs • Cloth table coverings that drape to the ground on all visible sides Organizations may use a branded tent with their organization’s name printed on the canopy, and those branded tents may be any color. If a tent does not have the organization’s name printed on the canopy, the tent must be bright white in color. ⸻ 4. Tent Weight Requirements Tent weights are mandatory and non-negotiable. All tents must be secured with a minimum of 40 pounds of weight on each tent leg, for a total of 160 pounds per tent. Tent weights will be inspected by event staff during setup. Acceptable weights include professional canopy sandbag weights or other commercial-grade tent weights that securely attach to each leg of the canopy. The following are not permitted: • Gallon water jugs • Kitty litter containers • Lightweight or improvised weights that do not meet the required weight standard Professional canvas canopy sandbags can easily be purchased online (Amazon) and filled with sealed zip-top bags of wet play sand or landscape pebbles purchased from Home Depot or Lowe’s. Proper tent weighting is critical for the safety of all participants and attendees. ⸻ 5. Booth Lighting Requirements LED booth lighting is required as the streets within the event footprint become very dark after sunset. Well-lit booths attract significantly more attention and create a safer, more welcoming environment for attendees. Because Community Initiative Booths are placed toward the end of Market Street, participants should plan ahead and bring bright lighting to make their booths engaging and visible to guests walking through that section of the event. The City provides free electricity throughout the event footprint, with outlets placed approximately every 50 feet. Participants should bring: • At least one 50-foot outdoor-rated extension cord • A power strip or multi-outlet adapter • LED clamp lights or other bright lighting Bright battery-powered lights are acceptable, but plug-in lighting is strongly preferred whenever possible. ⸻ 6. Event Duration & Booth Operation The goal of the event is for participating organizations to remain open for the full duration of the event. Animal rescue organizations are welcome to rotate animals in and out during the evening, as animals should not remain on site for extended periods of time. Vehicles are only permitted to enter the event footprint during the scheduled load-in window. ⸻ 7. Vehicle Access & Load-Out Procedures Vehicle access within the event footprint is strictly controlled. • Only one vehicle per booth may enter through the Vendor Check-In Gate at a time during setup. • All vehicles must be completely moved off the street by 4:30 PM. Vehicles are not permitted to re-enter the event streets until 10:01 PM after the event concludes. Before vehicle re-entry is permitted: 1. Your booth must be fully broken down 2. All booth items must be moved onto the sidewalk area behind your booth 3. An event staff member must inspect your booth area After inspection you will receive a color-coded re-entry slip. This slip must be shown to the police officers working the re-entry gate at the corner of Academy Street and Market Street before your vehicle will be allowed to enter. Vehicles may then pull up to their booth to load equipment. Only one vehicle per booth may load at a time. Additional vehicles assisting must wait in vendor parking until the first vehicle exits before rotating in. ⸻ 8. Early Departure Participating organizations are strongly encouraged to remain open for the full duration of the event, as this creates a consistent and engaging experience for attendees. Our expectation is that booths will operate for the entire event whenever possible. However, if your organization must leave before the event concludes at 10:00 PM, you must: • Hand-cart all booth equipment and materials to the vendor parking lot at the church Vehicles will not be allowed to enter the event area early to load. If a vehicle attempts to enter early, police officers will direct the vehicle back to vendor parking, and participants must either hand-cart their materials or wait until official vehicle re-entry time and obtain a re-entry slip. ⸻ 9. Animal Safety & Cleanliness Requirements All animals brought to the event must be leashed and under control at all times while within the event footprint. Organizations bringing animals must ensure that: • Animals remain properly supervised and restrained at all times • Animal waste is cleaned up immediately, even if in grass or landscaped mulch areas • Waste is bagged and disposed of in trash receptacles located away from the booth area Event organizers reserve the right to request the immediate removal of any animal that appears stressed, aggressive, or poses a safety concern to attendees, participants, or other animals. ⸻ 10. Animal Rescue Insurance Requirement Animal rescue organizations bringing live animals to the event must upload proof of current General Liability Insurance. A Certificate of Insurance (COI) must be provided with the application if live animals will be present. ⸻ 11. Booth Conduct, Fundraising & Distribution of Materials Any fundraising activities or requests for donations must take place within your assigned booth space. Organizations may not solicit donations outside their booth area within the event footprint. If your organization distributes flyers, pamphlets, or printed materials, you must provide a small trash receptacle within your booth so attendees may dispose of materials properly. Participants are responsible for ensuring that their booth space and surrounding area remain clean throughout the event. At the conclusion of the event, your booth space must be left in the same or cleaner condition than it was found, and all trash must be properly disposed of. ⸻ 12. Liability & Responsibility Participants assume full responsibility for any loss, damage, or injury related to their booth, equipment, animals, volunteers, or representatives. The City of Alpharetta and the Alpharetta Moonlight Market are not responsible for lost, stolen, or damaged property. ⸻ 13. Weather Policy The Alpharetta Moonlight Market is a rain-or-shine event. Event organizers reserve the right to pause, delay, or cancel the event due to severe weather or public safety concerns. ⸻ 14. Pre-Event Communication All final event instructions including: • arrival time • booth assignment number • load-in instructions • parking information will be sent to the representative listed on your application via email approximately one week prior to the event. Please review this message carefully as it will contain important event information. ⸻ 15. Event Organizer Authority Event organizers reserve the right to: • Adjust booth placement if necessary • Require modification of displays that do not comply with event rules • Remove any participant who fails to follow event guidelines All decisions of the event organizers are final. ⸻ 16. Hold Harmless & Indemnification By participating in the Alpharetta Moonlight Market, the participating organization agrees to hold harmless, defend, and indemnify the City of Alpharetta, the Alpharetta Moonlight Market, event organizers, sponsors, volunteers, employees, and representatives from any and all claims, damages, liabilities, losses, or expenses arising from participation in the event. The participating organization assumes full responsibility for the actions of its representatives, volunteers, animals, equipment, displays, and materials. Participation in the event indicates acceptance of this agreement.