Vendors Rules and Guidelines for all Vendors including Food, Art/Crafts, etc.The following guidelines have been established to provide a clean environment and ambience for the Pirate Festival patrons and volunteers.The Festival Producer will be your point of contact during the Pirate Fest and you agree that any decision they make regarding your participation in the Pirate Festival shall be final.
TENTS AND CANOPIES and RIVERWALK RULES: It is the vendor’s responsibility to supply all tents, weights or supports for tents, electric cords, cash drawers, food supplies and menu, etc. OWNER MUST COMPLY WITH THE RIVERWALK RULES (see below) Tents/canopies may be any color. All tables must be covered and skirted to the floor. Bed Sheets and/or material with frayed edges or holes are NOT permitted as table covers or skirts. All booths/canopies shall be either 10’ frontages by 10’ depth or 12’ frontage and 12’ depth.
VENDOR’S USE OF SIGNS: All signs must be made professionally and not handwritten.
SET UP AND SHUT DOWN TIMES: All vendors may begin setting up at 7:00 a.m. and must be completely set up by 10:00 am. Vendors are to remain open between 11:00 am. and 7:00 pm. unless given permission by the Producer to close/leave early. Shut down begins at 7:00 pm. Vendors must remove all trash generated from their booth and all their property. Vendors must vacate the premises by 9:00 p.m. The Police or the Parking Department may ticket anyone in violation of these hours.
PARKING AND VEHICLE ACCESS: Vehicular access within Esplanade Park is very limited. All Vendors are to load andunloadfromthecurbontheoutsideofthepark. VehicleswhichareapprovedbyaCoordinatortoenterthepark must be removed from the park by 10:00 am. Food Trucks must be in their assigned location by 8:30.am. Food trucks will have an assigned area in which to park. The Rotary Club is not providing parking for non-food truck vendors so it is up to each Vendor to secure their own parking for the day of the event.
STORAGE OF BOXES IN THE BOOTH: Vendors must place all goods, tables and setups inside of the tent or food truck at all times. No exceptions. Boxes and packaging must be stored out of sight under the table skirt.
ENVIRONMENTAL CONCIOUSNESS: The Rotary Club of Fort Lauderdale encourages all vendors to be conscious of the environment and to consider using sustainable and biodegradable products when possible.
ITEMS PERMITTED FOR SALE: No Vendor may sell anything other than what is approved with this application. Unauthorized items are subject to removal from the booth at any time by the Producer and/or Rotary Club Coordinator. Vendors may not sell, use or possess: alcoholic beverages, tobacco products, CBD products, vaping materials, firearms, and fireworks. Any violation of this provision shall be considered an event of default and shall subject the vendor to immediate closure of their tent or food truck. Furthermore, you will be asked to immediately leave the premises.
Beverage for sale (of any kind) are strictly prohibited.CLEAN UP: Vendors are responsible for the removal of all their set up and the cleanup of trash from the booth area. Trash receptacles are located throughout the event area. If you have excessive trash, please bring your own trash bags andcleanupafteryourbooth. IfaRotaryClubCoordinatordeterminesaVendor’sareahasnotbeencleaned,the Rotary Coordinator will take a photo of the area and the Vendor shall be contacted to pay the Rotary club a $100 clean up fee, which the vendor agrees to pay immediately upon invoice.
FEES:Non-Profit Booth 10’ x 10’:______$50.00Vendor Space 10’ x 10’:________ $89.00Vendor Space 12’ x 12’:________ $125.00Vendor space of 12’ x 12’:_______ $150.00================================
Food Truck: ________________ $225.00Food Cart:__________________ $125.00Food Tent 10’ x 10’___________ $150.00Food Tent 12’ x 12’___________ $200.00--------------------------------------------------------------------------------------No vendors or their representatives shall conduct themselves in a manner offensive to general standards of decency or good taste. This is a Pirate Festival and costumes are encouraged, however, tops and bottoms must be worn at all times and Vendors may not wear swimsuits of any kind. Vendors manning a booth/tent/canopy or food truck must be 18 years old or older, or if someone is under 18 years of age they must be accompanied by someone who is 18 years old or older at all times.
Each Vendor is responsible for collecting, reporting, and paying Florida State Sales Tax of 7%.Each Vendor is responsible for obtaining any necessary state, county or city permits allowing them to conduct business in the City of Fort Lauderdale and a copy of said permit must be provided along with this application.
All vendor areas will be assigned by the Producer based in part on the order the completed application, fees and certificates of insurance are received in our office, based on space availability, and based on the Producer’s best judgement of where each vendor should be located. The Rotary Club and/or Producer may not approve a vendor if in its judgment the vendor is not appropriate for a Family-Oriented Festival, or it does not represent the values of The Rotary Club or Rotary International.
USE OF PHOTOGRAPHS, VIDEO, AND AUDIO RECORDINGS: I, the undersigned Vendor or agent for the Vendor, grant the Rotary Club of Fort Lauderdale, Florida, Inc., and its affiliates and the City of Fort Lauderdale permission to use any photographs, video, and/or audio recordings of my participation in the event for any marketing they may do, including print, digital marketing, and social media.
CANCELLATION POLICY: If extreme acts of nature are expected or inclement weather occurs and the event is cancelled, there shall be no refund due to the vendor for the fee. Should a vendor be a “NO SHOW” there will be no refunds of fees. If the vendor cancels after March 31, 2023, the vendor is not eligible for refunds of fees.
VISUAL IMPACT: Rotary Club of Fort Lauderdale has the right to control the “VISUAL IMPACT” and overall presentation of the event. Vendors that do not comply with the guidelines of the event will be asked to leave at any time and will not be permitted to return. Refunds will not be given for violations. If it is determined by a Rotary Club Coordinator that a vendor’s display is detracting from the overall site presentation, an immediate change or improvement will be required or the display must be removed immediately when told to do so by the Rotary Club Coordinator. The City of Fort Lauderdale, and Rotary Club of Fort Lauderdale, Florida, Inc. have the right to relocate Vendor booths locations at their sole discretion or as needed for public safety.
INSURANCE: All Vendors are required to provide a Certificate of Liability Insurance (“COI”) which includes liability coverage for the event in the amount of at least one million dollars ($1,000,000),
naming the
City of Fort Lauderdale, 100 N. Andrews Ave., Fort Lauderdale, FL 33301, the
Rotary Club of Fort Lauderdale, Florida, Inc., 1350 E. Sunrise Blvd., Suite 112, Fort Lauderdale, 33304, and
Bobby Rodriguez Productions, LLC as additional insureds.
RELEASE OF LIABILITY: I, the undersigned Vendor or agent for the Vendor, do hereby forever discharge, release and hold harmless both the Rotary Club of Fort Lauderdale, Florida, Inc., sponsors, agents, employees, and volunteers, and the City of Fort Lauderdale and its agents, employees, and volunteers, of and from any and all manner of legal action, law suits, claims for damages, or claims whatsoever arising from any loss or damage to the person or persons or property of the undersigned Vendor while under the supervision of the Rotary Club of Fort Lauderdale, Florida, Inc., or the City of Fort Lauderdale.
ACCEPTANCE OF ALL RULES: If permitted to participate in the Pirate Fest, I hereby consent to all rules and regulations established for the event, including the Rules and Regulations from the Riverwalk District. Vendor must
sign the Rules and Regulations and return the signed copy with this Application and Agreement. Vendor agrees and understands that the Rotary Club of Fort Lauderdale, Florida, Inc. will have final authority for all decisions ofanyithing sold or given away, and the location of the booths and food trucks. PAYMENT OF FEES, AND CERTIFICATE OF INSURANCE (COI) TO BE DELIVERED TO ROTARY CLUB BY
April 17th, 2023. DOCUMENTS MAY BE EMAILED, CREDIT CARDS ARE ACCEPTED VIA
WWW.FORTLAUDERDALEPIRATEFEST.LIVE CHECKS MUST BE IN THE OFFICE OF THE ROTARY CLUB BY
April 17th. Rotary Club of Fort Lauderdale, Inc.1350 E. Sunrise Blvd., # 112, Ft. Lauderdale 33304 (954) 424-0731, email RotaryFtLaud@gmail.com --------------------------------------------------------------------------------Bobby Rodriguez Productions, LLC(954) 771-7117, email BR@Ren-Fest.com-------------------------------------------------------------------------------- =================================================
A COMPLETE APPLICATION INCLUDES: (CHECK LIST)- Complete and sign this agreement on pages 3 & 4.
- Sign Riverwalk District Rules and Regulations on page 5.
- Payment of Fee based on vendor type
- Certificate of Insurance listing the additional named insured.
- Items to be sold and prices:
=================================================
RIVERWALK DISTRICT PARKS RULES & REGULATIONSFollow park boundaries, if extending beyond park boundaries this is to be exhibited and approved on your event sitemap submitted with your event application.
There is no staking of canopies/tents into the ground; must be weighted down.
When setting up tents on Riverwalk bricks, place a piece of wood or some sort of barrier to prevent the weight of thetent legs from damaging the brick.
There is to be no drilling on any hardscape or removal of bricks or other hardscape.
There is no removal of benches or park fixtures, trash & recycle receptacles.
Pruning and/or removal of plants or trees is prohibited.
The event applicant is responsible for the removal of ALL waste generated from event including, but not limited to trash, grease, charcoal or other waste. This includes emptying and replacing bags in any City receptacles which were used by the applicant, vendors, or guests during use of the park.
Painting or marking the walkways, concrete, bricks, or other hardscape is prohibited unless suitable water-resistant, but the non-permanent material is used. If marking is done, it must be removed at the end of the event.
Vehicular access within the park or beyond the curb should be very limited. All vendors are to load and unload from the curb on the outside of the park. Vehicle access will be contingent upon the type of vehicles. On site supervision must be provided.
Food trucks are not permitted in the grass, on the Riverwalk, or on sidewalks.
Digging or excavation to bury cords, cables or other devices is prohibited.
Applicant is responsible for on-site supervision of vendors and patrons and is responsible for informing all parties of the regulations in force.
The event applicant is responsible for providing adequate onsite supervision for event, including setup and breakdown.
Fencing is only allowed if approved and it follows the approved fencing layout as indicated on submitted site map. All fencing must be sandbagged; under no circumstances may holes be drilled into the brick pavers or concrete. (An ADA compliant 4-foot right of way must be accessible along surrounding sidewalks and on the Riverwalk)By signing below, applicant agrees to adhere to all rules outlined on the City of Fort Lauderdale Special Event Application and the rules and regulations listed above.
