- Vendors must conduct business in accordance with the accepted standards of business ethics, and abide by all municipal, state, and federals laws, regulations, and code requirements.
- Please note: vendors that do not adhere to all event rules may not be allowed to return to future Downtown Albany BID events. Final determination will be ruled by the Downtown Albany BID’s Executive Committee. The success of this event is dependent upon reliable participation from all vendors, and therefore the BID will not condone unprofessional or unreliable business practices.
- The Downtown Albany BID will provide written notice to all vendors of the start and end time for load-in, prior to the event. Vendors must arrive, load-in, park their vehicles, and return to their booths within the alotted timeframe. The Downtown Albany BID retains the right to revoke a vendor’s permission to sell at the event if the vendor fails to arrive on-time.
- Vendors are responsible for providing all equipment to safely and efficiently staff and operate their booth for the entire duration of the event.
- Vendors must make their own arrangements for transport of their products, equipment, etc. to and from their exhibit spaces; event personnel are not available to assist, and the event cannot provide storage space for product, equipment, literature, or other materials.
- Vendors must have personnel present and in their booths at all times during the official operating hours of the event.
- Only one business or organization may operate in each space, sharing of booth space with other businesses or organizations is prohibited. Booth/tent space may not be reassigned or sublet. Vendors may not distribute, display, or sell products, literature, or other items from any business or organization other than the one specifically contracted with the Downtown Albany BID.
- Vendors may not operate outside the boundaries of their allotted spaces. In special cases, custom booth sizes may be assigned at the sole discretion of the Downtown Albany BID. Special rates may apply for these types of booths. Placement of vendors will be determined solely by the Downtown Albany BID.
- The Downtown Albany BID reserves the right to make changes to the location, dates, hours, or to terminate entirely the operation of the scheduled event, at any time and without prior notice to the vendor. The Downtown Albany BID will make reasonable efforts to provide advance notice to vendors of any changes or cancellations. The presence of rain or inclement whether does not automatically guarantee the event will be cancelled or postponed. BID staff will send official cancellation notice to the vendors if circumstance should arise that result in a cancellation, postponement, or movement of the event to a new location.
- Vendors may not open or close earlier or later than the official operating hours, unless given express permission by the Downtown Albany BID.
- Vendors must make every effort to present their booth in a clean and attractive manner, and keep non-display equipment such as boxes, cartons, handtrucks, etc., out of sight.
- Vendors must keep their booth space neat and clean andprovide refuse bags to condense and secure all waste produced by their booth.
- Vendors may not hawk, peddle, sell, or advertise outside the assigned area.
- Vendors may not distribute literature or other items to passers-by while standing outside of the assigned area. Materials may only be displayed on vendor tables.
- Vendors may not play music or conduct activities that may be disruptive to neighboring vendors or event participants. The Downtown Albany BID reserves the right to make such determinations.
- Vendors must return the areas to their pre-event condition (if repair and cleaning costs are incurred and Downtown Albany BID determines vendor is responsible, the vendor may be billed for the cost of the repair.) The vendor must comply with the September 1, 1992 New York State Source Separation Law when vending in the City of Albany (separate all waste for proper recycling and disposal).
- Vendors must comply with the event’s parking regulations and observe posted parking signage to avoid ticketing and towing of their vehicles.
- Vehicles (cars, trucks, trailers, etc.) of any type may not be driven on the sidewalks or parked on or near vendor’s assigned location.
- At the end of the event, all vendors must promptly break down their booths and prepare to load out. For the safety of all guests, vendors, and event personnel, vendors will not be permitted to drive their vehicles within the footprint unless verbally instructed to do so by the festival organizers following the event. Vendors are expected to follow all instructions given by Downtown Albany BID event personnel and/or law enforcement officers.
- Downtown Albany BID may, for publicity purposes, use any photographs and information received or obtained, prior to or during the event.
- Vendor shall not bring any animal or pet of any kind within the event, except any animal as defined as a service animal under the Americans with Disabilities Act (ADA); this includes vendor booth spaces.
- Vendors must operate their business in a professional manner. At the discretion of the Downtown Albany BID, any Vendors, or any agents or employees of Vendors who do not conduct themselves in a professional manner and according to the policies contained herein may be asked to leave the event. Event coordinators reserve the right to remove any merchandise representing objectionable content including, but not limited to, discriminatory messaging or hate speech against protected groups, pornography or profanity, from any booth.
- Vendors that are using a generator or any other motor must soundproof the device so as not to exceed a 90-decibel sound rating from a distance of 4 feet from the generator unit. In the case the generator exceeds the allowable decibel level, or it is determined by the BID that it is negatively affecting the atmosphere of the event and safety of the attendees, the vendor will be relocated, if possible, so that it does not affect the entertainment or general atmosphere, or the operator will be asked to turn off the generator. The BID has the right to make this determination and any contingent plans as they see fit, which may also include the removal of the vendor from the event in extreme circumstances.
- Exhibitors that are cooking and/or vending food products (other than using deep-fryers) shall at all times have a 10lb minimum, commercial grade, ABC-type fire extinguisher within the permitted exhibition space. Exhibitors that are using deep fryers shall at all times have a 6-liter, K-type fire extinguisher within the permitted exhibition space. Exhibitors shall allow the Albany Fire Department to inspect said fire extinguisher, as well as the permitted exhibition space. The Downtown Albany BID maintains the right to close any exhibit not in compliance with the above policy.
- In keeping with Albany’s “Going Green” initiative, the City prohibits the use of polystyrene foam containers, cups or bowls. Vendors will be prohibited from the use of polystyrene foam containers, cups, or bowls. Also known as “Styrofoam”, these items are usually marked an identifying symbol. Any vendor found using the above-mentioned products marked with this symbol will receive a warning. A second offense will result in immediate termination of contract and removal from event without a refund of deposit fee. Moreover, no products shall be sold in glass containers.
Certificates, Licenses, & Insurance
A. Vendors are solely responsible for collecting and paying all New York State sales taxes during the event and shall properly display their New York State Sales Tax Certificate at their booth.
B. Vendors are responsible for displaying required permits, and operating within any local, state, or federal guidelines or laws. As part of this application, the event permit will be obtained and held by the event organizers.
C. The Downtown Albany BID will apply for and hold the Albany County Temporary Food Service Establishment (TFSE) permits for each approved food vendor. In order to receive a TFSE permit, food vendors must submit all required supplemental documentation as described below.
D. Food vendors are required to provide certificate proof of workers compensation (C105.2) and disability (DB-120.1), or a Certificate of Attestation of Exemption (CE-200) attached to the application.
E. All approved vendors must procure and maintain Commercial General Liability insurance coverage with limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate. Vendors must attach proof of Commercial General Liability insurance to this application, in the form of a standard ACORD certificate, stating the name of the event, "Deck The Hall-bany", and the dates, and naming the following parties as additional insured on a primary and non-contributory basis:
Downtown Albany BID
21 Lodge Street, 1st Floor
Albany, NY 12207
Capitalize Albany Corporation
21 Lodge Street, 1st Floor
Albany, NY 12207
Albany Parking Authority
25 Orange Street
Albany, NY 12207
F. Vendor is solely liable for equipment (installation, operation, and tear down), and any other personal property at the event. Vendor must show evidence that he or she has insurance coverage for said items to cover loss due to vandalism, theft, or any other casualty. Any losses due to fire, theft, damage, or injury are the sole responsibility of the Vendor. It is specifically agreed that Downtown Albany BID shall be held harmless for any claim of theft, vandalism, casualty, or loss.
G. The Vendor shall defend, indemnify, and save harmless the Downtown Albany BID, Capitalize Albany Corporation, the Albany Parking Authority, the City of Albany, their employees and agents, from and against all claims, damages, losses and expenses (including, without limitation, reasonable attorney's fees) arising out of, or in consequence of, any negligent or intentional act or omission of the Vendor and/or the Vendor’s employees or agents, to the extent of the responsibility of the Vendor and/or the Vendor’s employees or agents for such claims, damages, losses, and expenses.
