OFFICIAL RULES AND REGULATIONS
DEFINITIONS
NON-PROFIT VENDOR: A non-profit booth is defined as any organization with a 501(c)(3) designation. A copy of your tax-exempt status must be submitted with your application.
CRAFT/ART VENDOR: A craft/art booth is defined as crafts made by the booth holder. All display materials are to be provided by the vendor. Table covers are required.
COMMERCIAL VENDOR: A commercial booth includes direct sales, political organizations, MLM companies, and any other business/organization set up to advertise, disseminate information, and/or sell a product, device, or service. You must provide, in detail, the items you are representing and/or selling. The Festival Committee may only allow two commercial booths that advertise/sell the same product brand/line, such as Mary Kay Cosmetics, Discovery Toys, Avon, etc. If there are 2 commercial vendors with the same product brand/line each will be located on the opposite ends of the vendor area. If your company only allows for ONE representative per festival, you must notify us in writing on company letterhead stating such and signed by you. Determination of who gets the booth will be based on the date received and paid. If not notified in writing, KCPCA reserves the right to book additional representatives.
FOOD VENDOR: A food booth is defined as any company/person/organization that does not have a 501 (c) (3) tax-exempt status and is selling food and/or drinks. Application acceptance will be based on the order of receipt of the application, the variety of foods offered, the affordability of items for sale, and the overall appearance of the vendor space.
NO ALCOHOL SALES PERMITTED BY VENDORS WITHOUT PRIOR APPROVAL FROM KCPCA
FOOD PERMITS REQUIRED A temporary food permit is required for all Food Vendors from the Kansas City, Mo., Health Department Attn: Environmental Public Health Program 2400 Troost Ave. Suite 3000 Kansas City, MO, 64108 (Phone: 816-513-6315). Your food permit must be displayed. Allow at least 30 days for application processing.
ALL VENDORS: Vendors are responsible for setting up and tearing down their booths. All booths must be manned at all times. Empty or abandoned booths will be taken down and given to another vendor. Each vendor is responsible for trash from their booth. Please bring trash bags with you. A map with disposal locations will be provided.
Electricity is provided, you are allowed to have one surge-protected power strip and can use only two outlets for two of the following items: lights, fans, or laptop computers. No small appliances are allowed. Food vendors must provide their own extension cords and/or power cables. Vendors who continuously throw their appointed breaker will be asked to disconnect all electrical plug-ins. Kansas City Pride Community Alliance, the City of Kansas City, and Evergy will not be responsible for any electrical surge problems.
SET UP / TEAR DOWN / ATTENDANCE
Vendors will be permitted to begin booth assembly from 5-9pm on Thursday and 8am – 4pm on Friday. Booth setup must be completed by 4pm Friday. Tear down and removal of booths shall not begin before 5pm on Sunday. You will unload your articles and park your vehicles in designated areas. Vendors are to use the designated Vendor/Volunteer entrance for access to the park during festival hours. Leaving the festival early or abandoning your booth during festival hours may forfeit all rights to return to KCPCA PrideFest in future years. Individual consideration will be given in the event of any emergency. No driving/moving of any booth holder’s vehicles will be permitted on festival grounds 30 minutes before until 30 minutes after festival hours. The committee can decide to restrict vehicle entry in the event of wet grounds to prevent damage to the park. For safety reasons, no vendor vehicles will be parked inside the barricades at any time during the operating hours of the festival. Exhibitors must be set up and be present during all hours open to the public. Any “special needs” requests must be made in advance as part of the application to be considered by the Festival Committee.
OTHER NOTES: Vendors will be responsible for all applicable state, county, and city sales taxes. It is recommended that any items of value be removed from the festival grounds each evening. The Festival Committee is authorized and empowered by KCPCA to organize and manage this festival and to enforce rules and regulations for the conduct and safety of the festival. Decisions made by the committee are non-negotiable. The committee reserves the right to make changes to booth locations as needed. The committee is not responsible for space for extra products, supplies, etc. The Festival Committee reserves the right to cancel any or all future reservations made by an exhibitor acting in any manner deemed to be inappropriate. Neither the committee nor the Kansas City Pride Community Alliance (KCPCA) is responsible for loss due to damage or theft. The City of Kansas City and KCPCA, its agents, employees, and affiliates assume no risk and shall not be responsible for any damage, injury, loss, legal action, or expenses that may arise or come to the exhibitor or his employees, or his goods or property or to the public from any cause whatsoever.
LIABILITY INSURANCE
A certificate of general liability insurance – with limits of no less than $500,000 for each occurrence and $1,000,000 general aggregate must be included with your application, and a copy must be kept at your booth during the event. Vendors must name Kansas City Pride Community Alliance, 208 Westport Rd Kansas City, MO 64111 as an additional insured.
APPLICATION PROCESS
Applications must be submitted online and will not be considered complete until full payment is received. Notification of application status will be e-mailed once the application is received. Booth assignments will be communicated approximately 2 weeks before the festival. There are no refunds for vendors that do not show. Make checks payable to: Kansas City Pride Community Alliance | 208 Westport Rd, KCMO 64111 | 816-663-9871. A $30 service fee will be charged for non-negotiable checks or returned payments.
