Participation in the Jack-o'-Lantern Jubilee (the "Event") is subject to the following terms and conditions. The words "we," "us," and "our" refer to the organizers of the Event. The word "Vendor" refers to the exhibiting individual or organization, including all staff and representatives.
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1. Event Logistics & Booth Space
- Location: The Event will be held on Georgia Avenue. As you enter the event staging area, please be aware that Georgia Avenue will be closed to through traffic. Do not drive through any blockades.
- Check-in and Setup: Upon arrival, Vendors will be directed to their assigned exhibit space. Setup may begin at 7:00 AM.
- Vehicle Unloading: To ensure a safe and efficient setup, Vendors must unload all materials and equipment at their space and then immediately move their vehicle to the designated parking area before beginning to set up their booth.
- Vehicle Removal Deadline: All Vendor vehicles must be cleared from the event staging area no later than 9:30 AM on Saturday. Vehicles remaining after this time may be towed at the owner's expense.
- Designated Parking: Ample free parking is available in the parking lot behind the First Baptist Church Administration Building at the corner of Georgia and Spring Grove Avenues.
- Hours of Operation: All Vendors are required to keep their booths open and staffed for the duration of the time slot they have paid for, concluding at 7:00 PM on Saturday.
- Breakdown: Breakdown and removal of exhibits may begin no earlier than 7:00 PM on Saturday. All booth materials and trash must be completely removed from the event site within one hour of the event's conclusion.
2. Safety & Conduct
- Tent Security: All tents, canopies, or other temporary structures must be properly weighted and secured to withstand wind and weather. Unsecured tents are a safety hazard and will not be permitted.
- Noise Levels: Excessive noise, including loud music, generators, or shouting, that interferes with neighboring booths or the general atmosphere of the festival is prohibited. We reserve the right to determine what constitutes "excessive noise." Violators will be given one warning before being asked to leave the Event.
- Code of Conduct: All Vendors and their staff are expected to conduct themselves in a professional and courteous manner. We reserve the right to expel any Vendor from the Event without refund for disorderly conduct, illegal activities, or infringement upon the rights of other participants.
3. Fees, Cancellation, and Refunds
- Cancellation by Vendor: To be considered for a refund, any cancellation request must be submitted in writing and received by September 30th.
- Cancellation Fee: All approved cancellations are subject to a $25.00 cancellation fee, which will be deducted from the refund amount.
- No Refunds After Deadline: NO refunds will be granted for any reason after October 1st.
- No-Shows: Vendors who do not check in by 9:30 AM on the day of the event will be considered a "no-show." Their space may be reassigned, and no refund will be issued.
4. Licensing and Tax Compliance
- SC Retail License: In accordance with South Carolina law, all Vendors conducting sales within South Carolina must possess a valid South Carolina retail license. It is the Vendor's sole responsibility to obtain this license and report and pay all applicable sales taxes.
- How to Register:
- Vendors must complete the SCDOR-111 Tax Registration Application. The form is available for download or online submission at: https://dor.sc.gov/forms-site/Forms/SCDOR111.pdf
- Note for Corporations/LLCs: If your business is structured as a Corporation or LLC, you must first register with the South Carolina Secretary of State before the Department of Revenue can process your tax application. The Secretary of State's office can be reached at (803) 734-2158.
- Application Submission: Submit your completed SCDOR-111 application to the Columbia District Office at the following address:
- SC Department of Revenue
- Attn: Columbia District / Jack O Lantern
- PO Box 125
- Columbia, SC 29214-0210
- Proof of License: The Jack-o'-Lantern Jubilee reserves the right to request proof of a valid South Carolina retail license at any time.
5. Liability & Insurance (Recommended)
- Liability: The Jack-o'-Lantern Jubilee and its organizers are not responsible for any injury, loss, or damage that may occur to the Vendor, their staff, or their property for any reason. Vendors are encouraged to carry their own liability insurance.
- Indemnification: The Vendor agrees to indemnify and hold harmless the Jack-o'-Lantern Jubilee, its organizers, staff, and volunteers from any and all claims, demands, losses, or liabilities for personal injury or property damage arising from the Vendor's participation in the Event.
6. Photography & Promotion Release (Recommended)
- By participating in the Event, the Vendor grants the Jack-o'-Lantern Jubilee the right to use any photographs, videos, or other media recordings of their booth, products, and likeness for promotional and marketing purposes without compensation
7. Franchise Vendor Policy
Vendors who are affiliated with or operate under a franchise agreement are solely responsible for understanding and adhering to any rules, restrictions, or limitations imposed by their franchisor. This includes, but is not limited to, regulations regarding branding, signage, product offerings, marketing, and event participation.
By submitting an application and participating in the Event, franchise-affiliated Vendors acknowledge and agree that:
- The Jack-o'-Lantern Jubilee organizers are not responsible for monitoring or enforcing franchise compliance.
- The Vendor assumes all liability for any violations or disputes that may arise between the Vendor and their franchisor.
- No accommodations or exceptions will be made for Vendors unable to fully participate due to franchise-imposed restrictions. Full booth fees still apply.
Franchise Vendors are encouraged to communicate with their corporate offices prior to the Event to ensure full compliance with their franchise agreements.
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