If selected, participant will be responsible for all of the Rules & Regulations governing the event:
1. Participant is responsible for and must have all appropriate licenses, insurance, and permits required by the city, county and state.
2. Participants using vehicles to transport booth equipment or supplies directly to their booth location on City Property will be required to show proof of automobile insurance.
3. If selected, vendor will be responsible for completing, signing and returning items listed in A through C to the City of Henderson, on or before April 22, 2022:
a. Original Certificate of Insurance/Special Event Insurance naming City of Henderson, 240 S. Water St., as “Additional Insured” in the amount of $1 million in public liability, bodily injury and product liability coverage
b. Signed Vendor Acceptance Agreement (Issued after vendor has been accepted)
c. Copy of Southern Nevada Health District Permit for May 7 – 8, 2022
4. Mandatory Vendor Check-In:
Mandatory Check-In: Saturday / May 7, 2022 / 6am – 7am
Move-in begins after participant has completed the check-in process, and takes place between 6am-7am.
Booth Number and Booth Location will be given at time of Check-In, not prior to the festival.
Participant must be completely set up and ready for inspection by 9am, and ready to operate no later than 9am.
Participant is required to participate and operate for the duration of the festival, Saturday / Sunday, 9am – 3:30pm.
Teardown is not permitted until the close of the event, after patrons have cleared the event area. Early teardown will result in non-acceptance for future events. Area will be completely torn down and cleared of all litter prior to 8pm on Sunday, May 8th. Streets will open to through traffic at 9pm, Sunday, May 8th.
5. Each food vendor is required to supply a banner or sign with the vendor’s name and/or logo and signage with approved menu/merchandise items to be sold along with pricing.
6. No vendor may conduct business “strolling” throughout the event grounds or post signage or advertising materials of any kind outside of their immediate pre-assigned booth space. This includes any vehicles used for vendor’s advertising purposes, A-frame signs, banners, posters, flyers, etc. Failure could result in loss of deposit and/or dismissal from the event entirely. Menu/merchandise/pricing changes during the festival are unacceptable and may result in loss of vendor deposit and/or dismissal from the event without a refund.
7. All vendors must display official vendor booth # card within their booth setup area.
8. Each vendor must furnish and maintain at least one 30-gallon trash container with liners for disposal of waste/trash
created by/during operation of their business. Vendor is responsible for disposing in Dumpsters provided. Vendors are not to dump in general event trash barrels or leave trash in front of booth space at any time, doing so will result in loss of vendor deposit and could result in dismissal from event without a refund.
9. A fire extinguisher that meets standard fire safety laws is mandatory and must be provided by each food vendor. (2A 10BC for non-cooking booths, 2A10BC and Class K fire extinguisher for all cooking booths producing grease laden vapor.) Extinguisher must be in proper working condition and up to date on inspection tag. Vendor will not be approved to operate without an approved fire extinguisher.
Failure to have the appropriate, approved, inspected, and up to date extinguisher will result in loss of vendor deposit and could result in dismissal from event without a refund.
10. All food vendors must pass the Southern Nevada Health District (SNHD) inspection. A copy of the Quick Reference Checklist is available at southernnevadahealthdistrict.org or call 702-759-0501 with any questions.
Failure to have the appropriate/approved equipment or failure to pass SNHD inspection, will result in loss of vendor deposit and could result in dismissal from event without a refund.
11. Personal vehicles are not permitted in booth areas during event hours or for extended periods of time during event setup/takedown. Due to limited vendor spacing, please respect the 20-minute loading/unloading rule, hand truck supplies to booth area whenever possible. Vendors are to unload vehicles, go park, and then set up booth space. Vendors are to park all vehicles including tow vehicles and trailers in general available parking areas or offsite. Non-compliance will result in loss of vendor deposit.
12. Alcohol sales are prohibited unless prior approval is granted by the City of Henderson and proper liquor licenses are obtained.
13. MANDATORY BOOTH MAINTENANCE:
· All Food Vendors, especially those cooking on grills or using hot oil, MUST put tarp / ground covering underneath their booth and equipment to avoid stains and damage to the area (includes grass and concrete booth placement).
· ALL Food Truck Vendors and Vendors conducting business from a trailer MUST put an oil pan or ground covering under their vehicle (engine area) to avoid stains and damage to the area from leaking oil / fluids, tow vehicles included.
· Vendor tents are to be clean and clear of debris/particles, must be in sound/good working condition, and stable.
· Wastewater must be disposed of in gray water containers.
· Used grease/oil must be properly disposed of offsite.
· All garbage must be sealed in transportable containers/trash liners before disposing in garbage Dumpsters onsite.
· All vendor equipment/supplies MUST fit within designate booth space/size allotted, if not, vendor will be required to purchase a larger booth space. (Areas behind or next to your assigned booth space or off limits)
· Vendor booths are to be maintained and showcased in a professional, organized, tidy manner. Empty containers/boxes, or supplies stacked / piled behind booth space within site are NOT ACCEPTABLE.
· Any violations of these rules will result in the forfeiture of vendor’s deposit.
14. VENDOR DEPOSIT: A refundable $250 vendor deposit is required to ensure vendors are in compliance with all Rules & Regulations and to ensure the maintenance and proper disposal of garbage, grease, oil and debris in and around each food vendor’s assigned space. Vendor deposits deemed returnable will be processed post event and may take 3-4 weeks to receive.
15. Vendors are responsible for their own booth, equipment, setup and teardown. Spaces provided cannot be moved, relocated, sublet or resold. Vendors are to conduct business only in the space provided and not throughout the event. Failure could result in loss of deposit.
16. Vendors may not sell or display knives or weapons of any kind, along with any items deemed distasteful or non- family oriented. Additional prohibited products include but are not limited to products or services that are substantially derived from the sale of alcohol, drugs, tobacco, CBD / CBD products, vapor products, gambling, firearms, or sexually explicit or inappropriate materials. Display or sale of these items will result in forfeiture of vendor deposit, possible dismissal from event without a refund, and possible non-acceptance for future events.
17. Vendors and booths/displays:
· Are prohibited from playing music of any kind
· No smoking of any kind within booth area (includes vendor, vendor staff, and attendees)
· No alcoholic beverage consumption within booth / booth immediate surrounding area, on festival site
· No inappropriate language
· All vendors and vendor staff must be appropriately dressed (family friendly attire).
18. Tents/booth/equipment are to be secured using weights, water barrels, buckets, sandbags, etc…, all of which vendor is responsible for supplying. There is no staking into the lawn/any ground areas, or tying off to any existing infrastructure, tree, power pole, etc.
19. NEVADA SALES TAX: Vendors shall collect State of Nevada sales taxes amounting to 8.375% of gross sales. One Time Sales Tax Return Forms will be provided by City of Henderson. This form must be completed by vendor and returned to City of Henderson before leaving the event, even if no taxable sales were made or if applicant declares taxes quarterly or annually. Failure to do so may result in the loss of vendor deposit. Vendors shall be liable for all penalties, interest and fees that may be imposed by any agency for the collection of said taxes. If sales tax is not charged separately, vendor must post a sign stating “Sales Tax Included in Purchase Price.”
Applicants are strongly encouraged to file sales taxes due on their own using their Business Tax ID #. Vendors remitting
Nevada Sales Tax collected throughout the show to the City, are required to submit funds in the form of a CHECK for
payment. Checks are to be made payable to City of Henderson. The City of Henderson and Staff handling Event
Check Out will not be allowed to handle cash or change of any kind.
20. Refunds will NOT be given due to inclement weather. Refunds will ONLY be given if the City of Henderson cancels the event.
21. All vendors are required to check out at the end of the event through the official checkout process. Vendors are to check out PRIOR to vendor strike/clean up. Vendors who do not check out at the end of the event understand it will result in forfeiture of vendor deposit and possible non-acceptance for future events.
22. Any violations of the vendor rules and regulations may result in the forfeiture of vendor deposit and possible non- acceptance for future events.
23. Only complete application packages will be considered for vendor acceptance. Remember to include vendor application, menu/merchandise list w/pricing, detailed power requirements, and required booth photographs.
Applicant must remain stationary for the duration of the event. There is no daily move out / move in. Booths / Trailers / Food Trucks / Carts must remain in-place and stationary after initial move-in. Vendors are not permitted to move in/out of the venue between event days.
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