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Application

Non-Profit Expo Application

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Deadline: May 01, 2024 11:00 pm (GMT-04:00) Eastern Time (US & Canada)
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Celebrate! West Hartford 2024
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Date: Jun 08, 2024 10:00 am - Jun 09, 2024 6:00 pm (EDT)
place
West Hartford, Connecticut
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$260-600

About the event

Celebrate! West Hartford (CWH) is an annual, family-oriented, two-day community festival which attracts nearly 40,000 guests. Held on the grounds of Town Hall in this quintessential Connecticut town, the event features an award-winning Arts & Crafts Show, a Business Sponsor & Non-Profit Expo, an international food court, live musical performances, carnival games and rides, and FUNd Runs including a 5K & Kids' K Dash!
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Town of West Hartford - Celebrate! West Hartford
Town of West Hartford - Celebrate! West Hartford
Contact Organizer
Town of West Hartford - Celebrate! West Hartford
Town of West Hartford - Celebrate! West Hartford
Contact Organizer

About the application

Promote your non-profit organization to tens of thousands of festival-goers by securing a spot in Celebrate! West Hartford, the Town's signature community event. The two-day outdoor annual tradition is an ideal opportunity to increase public awareness about and raise funds for your important work. Sign up today!
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Terms & Conditions

Qualifications
Space is limited to organizations serving West Hartford and possessing a non-profit 501(c)(3) tax number. Final approval of all participants will be at the discretion of the Celebrate! W.H. Committee. Fees are the same whether you exhibit for one or two days. Booth sharing is not allowed.
 
Approved participants will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager.
 
Payment & Processing Fees
Submission of credit card information is required to cover the application fee.
 
Exhibitor fees will not be charged until after the Approval of an organization’s application or when placed on the Waitlist. A processing fee of approximately 2.9% + $0.30 will be charged by Stripe (the credit card processor) and added to the registration total. Other fees will be absorbed by Celebrate! West Hartford.
 
Submit your application by February 1st for the Early Bird Discount. After that exhibitor fees will increase by $25. 
 
If you must request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.
 
Booth Locations
Locations will be determined by the organization's activity at the discretion of the Committee.
 
Insurance
Approved exhibitors will be placed on the Waitlist and booth/location assignments will not be made until insurance requirements have been met. A Certificate of Insurance must be submitted to us by May 1 or exhibitor risks forfeiting exhibiting space.
 
Certificate of Insurance Requirements
  • Vendors must hold General Liability coverage of at least $1,000,000 each occurrence.
  • Exhibitors utilizing a vehicle as part of an exhibit must also carry Auto Liability and Physical Damage coverage of $1,000,000 each occurrence.
  • Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law). 
  • Description of Operations section must include the name and dates of the event - Celebrate! West Hartford, June 8 & 9, 2024.
  • Description of Operations section must list: The Town of West Hartford, West Hartford Board of Education, and their respective boards and commissions, officers, officials, agents, representatives, employees, and volunteers as Additional Insured. 
  • The Certificate Holder must be: The Town of West Hartford, 50 South Main Street, West Hartford, CT 06107.
Contact your insurance provider with this information to issue these documents. 
Call the Town's Risk Management Office with questions - 860-561-7485.
Upload documents to application in Eventeny portal.
  
Serving Food 
If your non-profit plans to sell food or drinks, please use the CWH Food Vendor Application - https://www.eventeny.com/events/vendor/?id=11224. 
 
Qualified non-profit organizations will receive a $100 discount off Food Vendor fees. Please contact Event Director for Discount Code.
 
Electricity
20 amp duplex outlets are available for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Please refer to the appliance’s tags for this required information. Vendors must provide their own electrical cords (12 gauge extra hard usage weatherproof SOW accepted). Quiet generators may be allowed, but must have prior approval; please check with the office by May 1.
 
Parking
We are grateful for the sponsorship of Figure Eight Properties which provides two (2) free parking permits for non-profit staff and volunteers in the Town Center Garage at 29 South Main Street. When a shift ends, a vehicle must be moved to make room for replacement staff. Additional passes may be distributed on a limited basis.
 
Hours & Weather 
Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting.
 
In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.
 
Security and Liability
Town staff will be onsite providing security on Saturday night. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver.
 
Town Ordinances
Smoking, vaping & alcohol use are prohibited on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment, balloons are prohibited.
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Related files

Sample Celebrate! West Hartford Arts & Crafts Program
Sample Celebrate! West Hartford Festival Program
Sample Celebrate! West Hartford Festival Map

Prices

Application Fee $10 Non-refundable
Late Application Fee - After May 1, 2024 $50 Non-refundable
10x10' TENTED SPACE (Providing Info / Free Activity) $250 Exhibitor tent prices Increase by $50 if available after April 30.
10'x10' TENTED SPACE (Selling / Raising Money) $350 Select this option if you will charge for an activity, goods, prize drawing, memberships or collect donations. Exhibitor tent prices Increase by $50 if available after April 30.
10'x20' TENTED SPACE (Providing Info / Free Activity) $400 Exhibitor tent prices Increase by $50 if available after April 30.
10'x20' TENTED SPACE (Selling / Raising Money) $590 Select this option if you will charge for an activity, goods, prize drawing, memberships or collect donations. Exhibitor tent prices Increase by $50 if available after April 30.
ICE - First Bag $35 If you intend to purchase ice, please pay here for your first bag to offset the cost of the refrigerated truck. Additional 30lb bags will be available during the event for $10 each. Payment may be made then in cash or through Eventeny.
Electrical Outlet $50 Please be sure to complete the APPLIANCES: AMPS & WATTS question above.
Tent Wall - Back Only $17 If you order a 10x20' tent, please order two (2) back walls.
Tent Walls - Sides Only $34 Includes two (2) panels for sides.
Table/s - (8 ft) $17
Chair/s $3

Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • TERMS & CONDITIONS
  • ACCEPT INSURANCE REQUIREMENTS
  • CERTIFICATE OF INSURANCE
  • TAX IDENTIFICATION #
  • DESCRIPTION OF ORGANIZATION
  • EXHIBITING DAYS
  • PRIMARY CONTACT NAME (during event)
  • PRIMARY CONTACT CELL #
  • GIVEAWAYS & ACTIVITIES
  • ELECTRICITY REQUIRED?
  • APPLIANCES: AMPS & WATTS
  • # PARKING PERMITS? (Including trailers)
  • OVERSIZED VEHICLE DETAILS
  • Special Requests or Notes:
  • ACCEPT LIABILITY WAIVER

Picture requirements

  • Minimum pictures required: 0
  • Please share with us photos of your setup, activity or prizes, so that we may use them in promotion.
Non-Profit Expo Application
Non-Profit Expo Application
Celebrate! West Hartford 2024
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