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Retail/Commercial/For-Profit Vendor Application 2024

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Deadline: Jun 21, 2024 11:59 pm (GMT-05:00) Eastern Time (US & Canada)
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Date: Aug 17, 2024 10:00 am - Aug 18, 2024 6:00 pm (EST)
place
Charlotte, North Carolina
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$650+

About the event

Charlotte Pride Festival & Parade August 17 & 18, 2024 Uptown Charlotte
Charlotte Pride
Charlotte Pride
Charlotte Pride
Charlotte Pride

About the registration

If you own or work with a for-profit retail or commercial company, we invite you to submit an application for vendor/exhibition space at this year’s Charlotte Pride Festival, to be held on Saturday, August 17 and Sunday, August 18, 2024
 
Our retail/commercial/for-profit vendor fee structure is as follows:
 
Retail/Commercial/For Profit ($650/space)
 
NOTE: Sponsor packages often include a Festival Zone Vendor Space and/or Parade entry. If you are interested in becoming a sponsor, please reach out to our Managing Director at meredith@charlottepride.org for more information.
 
Vendors will be notified according to the schedule below.
 
Notification Deadlines and Dates:
Submission by February 29 - Notice by March 17
Submission by March 31 - Notice by April 15
Submission by April 30 – Notice by May 15
Submission by May 31 – Notice by June 17
Submission by June 21 (Final Deadline) – Notice by June 30

Please do not email requesting status updates before your submission notice date. If you have not been contacted by your appropriate notification date, please email vendors@charlottepride.org. 
 
The annual Charlotte Pride Festival is organized, operated, and produced by Charlotte Pride, Inc. Charlotte Pride and the City of Charlotte have several guidelines, rules, and regulations that all festival participants must follow. If you have any questions, please contact our Vendor Team at vendors@charlottepride.org.
 
https://charlottepride.org/faqs/

Terms & Conditions

Please Note: If you submit your application through the wrong application portal, your application will be considered invalid and will not be considered. Please be certain you are applying through the correct application.
 
Vendor agrees to follow all policies, terms and conditions outlined and enumerated below. These policies, terms and conditions may not be altered, edited, amended or otherwise changed without permission of Charlotte Pride.  
 
Failure to comply with the policies, terms and conditions grants Charlotte Pride or its authorized agents of the right to: 
Immediately terminate the vendor agreement; Require Vendor, upon notice of violation, to cease operations and vacate the festival premises; and Forfeit any and all fees paid to Charlotte Pride for the right and privilege of participating in the Charlotte Pride Festival.  
 
Submission of Vendor application constitutes review and acceptance of the following policies, terms and conditions:  
 
Application Review: All Vendor applications are subject to review by Charlotte Pride and are generally reviewed and processed on a first-come, first-served basis. If approved, Vendor will be notified of preliminary approval via email. Charlotte Pride reserves the right to restrict the number of similar vendors. Charlotte Pride reserves the right to approve or deny a vendor application for any reason.  
 
Payment: Payment will be due upon approval of your application. Full payment must be received for you to gain official approval and be assigned a vendor space. If payment is not received within 30 days of approval notice, your application will be voided. 
 
Refunds: Application fees are charged upon approval of the application. In general, there are no refunds. Requests for refunds must be made in writing to Charlotte Pride and received by Charlotte Pride no later than July 19. Absolutely no refund requests will be processed after this date. All refund requests, if approved, will be subject to a $75 processing fee. 
 
Orientation: To participate in our 2024 Charlotte Pride Festival, you must attend our festival orientation meeting which will give you an in-depth look at all procedures, rules, and regulations, as well as an overview of the festival zone and what to expect. It is required for you to have at least one member of your team present at our meeting. If no one can be present, you must complete the training before the event. Failure to do so will result in removal from the festival. Our 2024 Vendor Orientation meeting is scheduled at the Charlotte Pride offices (1900 The Plaza, Charlotte, NC 28205) from 3 - 4 pm on Saturday, July 27. If you are not available at this time, you may review the recorded training and then complete an online orientation and quiz to demonstrate your awareness of logistics, policies, and procedures.
 
Permits/Licensing/Insurance: Vendor is required to obtain, at Vendor’s own expense, any permits, licenses, and/or insurance that may be required by the City of Charlotte and/or Mecklenburg County, and/or the State of North Carolina.  
 
Sales Tax: Vendors selling any merchandise/services subject to North Carolina sales tax assume all responsibility and liability for the collection and remittance of such tax.  
 
Approved Vendors & Space Use Regulations: Charlotte Pride restricts the distribution of literature, merchandise, etc. to approved vendors with assigned booth space only. Vendor activities are restricted to Vendor’s assigned space and all Vendor activities must be contained within Vendor’s assigned space. 
 
Booth Space: Each vendor's booth space is 10’ x 10’ and includes one table and two chairs. Tents, tent walls, or requests for additional tables and/or chairs are available to be rented at an additional cost. There are no refunds or fee reductions for unused tables/chairs. Vendors may register for up to one additional booth space at an additional cost. Vendor may not exceed the parameters of their purchased spaces. 
 
Booth Assignment: Vendor booth placement will be at the sole discretion of Charlotte Pride. Charlotte Pride makes no guarantee that requests for specific placement/location will be granted. 
 
Non-Transferable: Booth space is non-transferable and may not be reassigned or resold to a third party without express written permission of Charlotte Pride.  
 
Shared Space: Vendor space may not be shared without prior written approval from Charlotte Pride.  
 
Electrical Access: Access to electricity is available at an additional cost. 
 
Personal Generators: Due to City/County safety and noise restrictions, personal generators will not be permitted.  
 
Personal Tents: The vendor may supply a personal tent for Vendor use during the festival. Tents/shade structures may be no larger than 10’ x 10’ and may have no more than 3 sides/walls installed during festival hours. Any tent/shade structure brought in by the Vendor must be properly weighted per the Charlotte Fire Code, which requires a minimum of 40 pounds per leg on all tents/shade structures. Vendors must supply tent anchors for their tents. Tents may not be anchored with stakes or tied to any trees, benches, or other structures/fixtures (this may result in fines/penalties from the City of Charlotte). Failure to supply proper weights may cause expulsion from festival grounds. 
 
Rental Items: The vendor shall leave all rental items, including tables, chairs, tents, anchors, etc. in the assigned booth space after the festival. Any unreturned items will be invoiced to the Vendor.  
 
Clean Up: Vendor agrees to clean booth space at the end of the festival and remove any trash/debris or other items brought by Vendor or be subject to a $250 cleaning fee. This includes tent weights. Vendors may not dispose of sand in trash facilities on site, in any city planters, or on street or sidewalk surfaces.
 
Vendor Operating Hours: All vendor booths must be open during festival operating hours. Event operating hours are subject to change. Notice of any change will be communicated via email. Booths must be cleared no later than 90 minutes following the conclusion of Sunday’s events. 
 
Food Vending: Food vending will be limited to designated food vendors completing the appropriate application, including the required TFE permit application and checklist.  
 
Beverage Sales & Distribution: Charlotte Pride reserves all rights to the sale and distribution (including free) of all alcohol and water during the event. The vendor may not sell or otherwise distribute any beverages without written permission from Charlotte Pride
 
Adult Materials: The vendor acknowledges that any materials of an adult nature shall be displayed subject to applicable Federal, State, and Local laws and regulations regarding the display or distribution of such materials. Vendor agrees to remove from display/distribution any materials deemed offensive or inappropriate by Charlotte Pride.  
 
Charlotte Pride Logo/Brand: Vendor shall not display, offer for view, take orders for or sell any items that are imprinted, emblazoned, marked, or branded with Charlotte Pride’s logo or in any way presented as official Charlotte Pride merchandise without prior written permission of Charlotte Pride.  
 
Prohibited Items: Vendor shall not display, offer for view or sell any illegal or contraband items. Vendor shall not display, offer for view or sell any items that are unlicensed and/or copies/interpretations of licensed or registered items. The laws of the State of North Carolina and local ordinances of the City of Charlotte and Mecklenburg County shall apply.  
 
Prohibited Behavior: Vendor may not taunt, abuse or engage in a verbal or written altercation with any event attendee, other vendor, entertainer or other participant. Vendor may not engage in any action that may be in direct conflict with the purpose, mission, values and/or spirit of Charlotte Pride. Violators shall be subject to removal at the discretion of Charlotte Pride.  
 
Lost Items: Vendor accepts all responsibility and liability for any losses due to theft or damage. Charlotte Pride assumes no responsibility for any loss due to damage or theft.  
 
Parking: Charlotte Pride does not provide Parking. Any illegally parked vehicles or vehicles left onsite after load in/out times are subject to tow at owner’s expense.  
 
Attendance: Charlotte Pride makes no representation or guarantee with regard to actual attendance numbers.  
 
Rain or Shine: The Charlotte Pride Festival is a rain or shine event.   
 
Hold Harmless: Vendor understands that Charlotte Pride has no control over external elements/events that may prevent and/or disrupt the festival and agrees to hold Charlotte Pride harmless for any losses arising out of such elements/events, including but not limited to: protestor activities, terrorist actions, actions of local authorities, acts of God, etc. Each party hereby indemnifies and holds the other party, as well as the other party’s respective agents, representatives, principals, employees, officers and directors, harmless from and against any loss, damage or expense, including reasonable attorneys’ fees, incurred or suffered by or threatened against a party or any of the foregoing in connection with or as a result of any claim for personal injury, property damage or other loss brought by or on behalf of any third party person, firm or corporation as a result of or in connection with the Vendor Application, which claim does not result from the active negligence of the other party. 
 
COVID-19 Guidelines and Precaution: We reserve the right to change any components of the Charlotte Pride Festival & Parade as necessary to follow any updates from local or federal authorities. 

Prices

Retail/ Commercial/ For-Profit Vendor Space (10x10) $650 Non-refundable
Tent $450 Non-refundable Choose the exact number of tents you need. For example, if you are registering for one space, choose one tent. If you are registering for two spaces and want two tents, choose two tents.
Tent Wall Rental (per side) $50 Non-refundable Select the number of tent walls needed. Applicable sales tax is included. Please note that your tent may not be fully enclosed due to City fire code. At least one side must remain open during festival hours.
Additional Tables $30 Non-refundable Every 10x10 space comes with one table. Tables are 6 feet long and 3 feet deep.
Additional Chairs $10 Non-refundable Each 10x10 space comes with 2 chairs. You may rent up to 10 additional chairs.
Electrical Access (110v/15A electrical access) $400 Non-refundable Vendors are responsible for providing their own extension cords and power strips necessary to use the electrical access provided. Extension cords must be 12 gauge heavy duty cords and should be at least 25 feet in length. Charlotte Pride does not provide extension cords or power strips. Please reach out if you have any questions or require other accomodations.

Questions on the registration

Business information

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

Additional information

  • Tell us about your organization and why you would like to participate.
  • What activities are you hosting in your vendor space?
  • Have you been a vendor at Charlotte Pride in the past?
  • Will a vehicle or trailer be part of your vendor space? (Must fit within purchased booth space.)
  • If you answered yes above, please provide the vehicle/trailer length including hitch.
  • If you are bringing a vehicle and answered yes to question 13, the side (driver/passenger) you will be operating from is:
  • Will you be sharing your vendor space with another organization?
  • If you answered yes above, please tell us the name of the organization, a short description of what they do, and their website address.
  • Do you require any special accessibility or other accomodations?
  • Provide the name of the on-site contact/manager of your festival vendor space.
  • Provide the e-mail address of the on-site contact/manager of your festival vendor space.
  • Provide the phone number of the on-site contact/manager of your festival vendor space.
  • Website, Social Media, or Other Online Presence
  • All vendor spaces are required to be covered by a tent. Are you bringing your own tent (with required 40-pound weights for each leg) or renting one from us?
  • Generators are not permitted. I understand that I cannot bring a personal generator and, if I require electricity, I will purchase it below as standard booth fees do not include electrical access.
  • Will you be able to attend our Mandatory Vendor Orientation Meeting?

Picture requirements

  • Minimum pictures required: 0
  • You have the option to upload photos to help us learn more about your organization. Photos are also displayed on the public-facing vendor list available on our website.
Retail/Commercial/For-Profit Vendor Application 2024
Retail/Commercial/For-Profit Vendor Application 2024
Charlotte Pride Festival & Parade 2024