Application is in draft mode by event organizer
Application
Beaufort Music Festival Non-Profit Vendor Application
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Deadline: Mar 08, 2024 11:59 pm (GMT-05:00) Eastern Time (US & Canada)
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Date: May 17, 2024 4:30 pm - May 18, 2024 11:00 pm (EST)
place
Beaufort, North Carolina
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Free
About the application
About the event
Terms & Conditions
• We are moving towards becoming a cashless event and are taking steps to be setup in an all digital fashion. While we might not get all facets in place for 2024, they will be in place by 2025. Prior to this year's festival, there might be some changes in how you accept payments at your booth, but nothing will change this year in terms of the fees you pay to vend at the festival.
• Vendors are responsible for all transactions, sales tax, and personal transaction needs.
• Only products on the application can be sold.
• Vendors are prohibited from altering items or prices throughout the duration of the event.
• Please ensure that all items are spelled correctly and listed on the application.
• The items listed on the application will be used to settle any disputes between Festival Owner and Vendor regarding menu items and prices. BEVERAGES:• A request to sell beverages must be submitted in writing for approval to Festival Owners.• Festival Owners reserve the right to approve or deny any beverage sales by the vendor.• Vendors may not give away beverages as part of any offer to its customers. SINGLE USE PLASTICS – NO EXCEPTIONS:
• Beverages in plastic bottles will not be permitted or sold on festival grounds.
• Vendors must adhere to minimal use of plastics, to be approved by the festival. POWER:
• NO generators will be allowed for non-food vendors. You must be self sufficient for any power needs - lights, tablets, etc. ***If you must require additional power, please let us know beforehand so we can explore options and determine feasibility. BREAKDOWN AND CLEANING:• Disposing of any oils or coal is the responsibility of the vendor. Must be taken off the premises and disposed of safely by the vendor.• Vendor must responsibly dispose of grey water in a grey water tank.• Space must be free of litter and/or food debris upon departure from the festival. These actions shall be considered a material breach in which case vendor will lose the right to their assigned space and will be escorted off the event site. The vendor may be subject to additional fees if the infractions total more than the entirety of the security and cleaning deposit. ***We are asking ALL non-profit vendors to help participate in the cleanup efforts on Sunday morning (May 19, 2024) of the festival weekend. There will be additional questions/comments on this application to support this request. LIABILITY:• Beaufort Arts and Music, Inc., nor respective contractors, directors, officers, managers, members, employees, affiliates, licensees, designees, representatives, and corporate sponsors will be responsible for any injury, loss nor damage that may occur to the vendors' employees, agents, contractors, representatives, or property from any cause whatsoever.• It is the vendors' responsibility to protect machinery, perishables, and exhibits so that no injury will result to the public visitors, guests, or persons, or property.• If property does not appear to be properly maintained upon inspection by Festival Owners or Affiliates, it will be promptly withdrawn from the event site.• All property of the vendor, including foodstuffs and other perishables is understood to remain in vendor's care, custody, and control in transit to, from, or within the confines of the event area subject to the Agreement.• The vendors, on signing the Agreement expressly release, hold, keep, save harmless and indemnify the foregoing persons and entities, named organizations and committees, and individuals from all claims for such a loss, damage, or injury.• Vendors must carry appropriate insurance through carriers at a minimum of $1,000,000.00 and shall deliver to Beaufort Arts and Music, Inc by email to karen@beaufortartsandmusic.org, copies of all such policies of insurance and/or certificates within a week of receiving approval notification for the festival. INSURANCE:• Vendor must obtain, carry, and keep in full force and effect appropriate insurance, including but not limited to (a) general liability insurance with limits of $1,000,000 per occurrence and $1,000,000 in the aggregate, (b) automobile liability coverage in the amount of $1,000,000 for owned or non- owned vehicles, and (c) either (i) workers compensation coverage or, (ii) if it has no coverage, then(1) proof of any waiver required by applicable law by each employee of Vendor regarding the absence of workers compensation coverage and (2) Vendor hereby agrees to indemnify Beaufort Arts and Music, Inc. Parties for all liability to Beaufort Arts and Music, Inc. Parties arising from the absence of such coverage. All such insurance policies must be issued by a qualified A- VII or better carrier as rated by A.M. Best, Inc. Vendor must provide Beaufort Arts and Music, Inc. with certificates evidencing all such insurance no later than ten days prior to the date of the Festival. Concurrently with the execution of this Agreement, and at such other times as reasonably requested by Beaufort Arts and Music, Inc., Vendor shall deliver to Beaufort Arts and Music, Inc. a Certificate of Insurance which will name Beaufort Arts and Music, Inc. as additionally insured. The certificate should name the following entity and their respective affiliates as additional insureds thereunder: Beaufort Arts and Music, Inc., PO Box 459, Beaufort, NC 28516 FORCE MAJEURE:• In case of cancellation of the Festival or unavailability of space at the Festival sufficient for Vendor’s purposes due to a Force Majeure Event, the Vendor’s sole remedy will be to receive a refund from Beaufort Arts and Music, Inc. of all amounts paid by Vendor to Beaufort Arts and Music, Inc. as of the date the decision to cancel the Festival is made or the date Beaufort Arts and Music, Inc. notifies Vendor that space will not be available due to a Force Majeure Event (in either case, the “Determination Date”), in both cases less any expenses already incurred by Beaufort Arts and Music, Inc. in preparation for the Festival allocable to the booth assigned to Vendor, which Beaufort Arts and Music, Inc. agrees to pay to Vendor within ten business days after the Determination Date. GOVERNING LAW:• This agreement shall in all respects be governed by the law of the State of North Carolina. RULES AND REGULATIONS:• If any vendor does not follow the terms of this Agreement, set by Festival Owners, this contract may be terminated.• In the event of a default by the vendor, the vendor shall forfeit as liquidated damages the amount paid by the vendor for the event space, regardless of whether or not Festival Owner enters into a further lease for the event space involved.
Questions on the application
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- Do you require any special power needs? If so, please explain.
- Have you read through all the terms and conditions thoroughly?
- Do you understand we are a zero single use plastic festival and will only use biodegradable products for food service at the festival?
- Do you understand the section regarding our progression towards becoming a cashless festival?
- Please upload a copy of your most current COI
- How many workers do you estimate will be with you each day of the festival? And are you planning to move people in and out in shifts?
- Can you provide a few volunteers to help with the festival cleanup on Sunday morning, May 20, 2024?
Beaufort Music Festival Non-Profit Vendor Application
34th Beaufort Music Festival
Application is in draft mode by event organizer