AJC Decatur Book Festival

The AJC Decatur Book Festival is the largest independent book festival in the country and one of the five largest overall. Since its launch, more than 1,000 world-class authors and hundreds of thousands of festival-goers have crowded the historic downtown Decatur square to enjoy book signings, author readings, panel discussions, an interactive children's area, live music, parades, cooking demonstrations, poetry slams, writing workshops, and more. TIME: Marketplace times: SAT September 5th: 10:00 AM – 8:00 PM SUN September 6th: Noon – 6:00 PM LOCATION: Downtown Decatur Square Decatur, GA ADMISSION: FREE ATTENDANCE More than 15,000 patrons are anticipated to attend the 2020 event but the event cannot guarantee or warrant this attendance. PRODUCED BY: City of Decatur VENDOR CONTACT: For more information about the 2020 Decatur Book Festival, please contact Premier Events: E mail: Vending@premiereventslive.com *Festival details are subject to change. Decatur Book Festival is a RAIN OR SHINE event. VENDING FEES: 10 x 10 space: $800.00 plus $32 processing fee 10 x 20 space: $1,400.00 plus $56 processing fee Food Truck: $1400.00 plus $56 processing fee Pushcart: $200.00 each plus $8 processing fee Exclusivity Fee: $200.00 - Exclusivity is not guaranteed, it is based on approval only SPACE: Vendors will be assigned a location and cannot extend beyond their assigned footprint. PAYMENT: There is a flat fee paid in full in advance of the festival by either Credit Card or ACH (online Check processing). You are required to enter your payment information upon applying, however you will NOT be charged until after you have been accepted. DO NOT send any payments at this time. Upon approval, we will then notify you of the date when payment is due. Please email Vending@premiereventslive.com with any questions CANCELLATION / REFUND POLICY: Vendor must notifies PE in writing of their intent to cancel on, or before July 14th, 2020 vendor shall be entitled to receive a 50% refund of their fee. If PE receives notice on , or after Aug 7th, no refund will be issued. All refund requests must be made in writing and received by our office by email, fax (404) 720.0800 or mail 1825 MacArthur Blvd Atlanta GA 30318 VENDING HOURS Vendors will be open to the general public each day from 10 am to 8 pm on Saturday 12 and 6 pm on Sunday. FOOD VENDOR SALES Food Vendors will conduct sales of products or goods direct with the event consumers and shall be entitled to retain 100% of the proceeds from these transactions. Food Vendors must furnish their own cash bank and credit card processing if they wish to take credit cards. MENU: Food trucks and food vendors are only allowed to sell items submitted on their application and approved by Premier Events. Any amendment to the approved menu- including pricing- must be approved by Premier Events prior to the festival. BEVERAGES Vendors are allowed to sell non-commercial beverages only. Examples are iced tea and lemonade. Vendors MAY NOT sell bottled products such as soft drinks or bottled water. TENTS, EQUIPMENT & PRESENTATION: Tents must be made of flame retardant material and have the flame retardant certification sewn into the tent fabric or vendor must supply proof of flame retardant to fire marshals upon request. Food Vendors are expected to furnish their own tent, tables, decor, equipment, and supplies. Tents should be clean and in good repair and all equipment and supplies should be neat and clean. All signs and banners should be clean and not cracked or faded. Carnival tactics, the use of public address systems or other similar activities by the Food Vendor shall not be allowed. Food Vendors may not sublease any part of their space or participate in any third-party advertising or third party promotions or display third party signage at their booths. FLOORING: Food Vendors must put down non-porous flooring to cover booth area. We recommend plastic tarp covered with roofing paper. Grease spills will be the responsibility of the Food Vendor to clean and may also result in loss of cleaning deposit. Nothing can be poured onto the grass or down storm drains including grease or gray water. Any violation of this could result in immediate expulsion from the festival, loss of clean up deposit, and possible fines from the City of Atlanta. Food Vendors must furnish in-tent trash cans and must bag all trash and breakdown boxes for pickup by the festival employees. SERVING AREA / CHARACTER OF BOOTH: Food Vendors are expected to furnish their own flame-retardant tent (with flame retardant certificate), tables, equipment, and supplies. Food Vendors must furnish menu and prices to reserve their participation in the 2020 event. PE reserves the right to refuse vendor space if the Food Vendors product or service or the booth area is not consistent with the character of the event. All vendor booths must be designed, constructed and operated in good taste with the best interest of the Event and public safety. PE reserves the right to prohibit or restrict food vendor locations that because of noise, method of operation, materials or any other reason become objectionable. Carnival tactics, the use of public address systems or other similar activities by the Food Vendor shall not be allowed. The event does not guarantee exclusivity of products sold unless approved in writing in advance. Food Vendors may not sublease any part of their space or participate in any third-party advertising or third-party promotions or display third party signage at their booths. Decorations may not be nailed, taped, tacked or otherwise fastened to park infrastructure, trees, or fixtures. The use or distribution of any of the following items is prohibited: adhesive backed decals, stickers, helium balloons, glitter, confetti. Motorized vehicles of any type (forklifts, gas or electric carts, bicycles, scooters or similar equipment) may not be used inside the event venue. WHAT WE PROVIDE: Included in your festival fee is booth space, (2) 20-amp outlets, and access to water. Your tent, signs, equipment, tables, chairs, etc. are your responsibility with rare exceptions. Additional governmental fees such as Health Department fees may apply as well ELECTRICITY: (2) standard 20 amp, 110v outlets will be made available to each food vendor as part of the Food Vendor Fee. PROPANE TANKS: Propane tanks must be properly secured and must comply with fire safety regulations. FIRE EXTINGUISHERS: All food trucks and vendors with deep fryers must have K-type fire extinguishers with current service tags. Food trucks and vendors without deep fryers must have fire extinguishers with current service tags which comply with fire safety regulations. WATER AND ICE: Water, Ice, Grey water tanks, and grease disposal tanks may or may not be available depending on the event. Please bring appropriate hoses, hose connections, and transport buckets. Ice is available for purchase at our designated ice truck day of for most festivals. The cost of ice for 25 lbs.is $6.00. INDEPENDENT CONTRACTORS Approved Food vendors and Food Trucks are independent contractors of the festival and have complete supervision and control of their operation and employees. As independent contractors, vendors are responsible for reporting retail sales and paying their own state and federal sales taxes. LOAN IN / LOAD OUT Exhibit load in and set up will take place Saturday between 6am – 8am. Load out will take place Sunday after the event. You will receive information regarding load in and set up 2 weeks prior to the festival. Vendors that fail to abide by load in schedule and deadline may risk forfeiture of event space. In the event of late shows, PE will not be obligated to refund event space fee. EVENT MAPS/VENDOR LOCATIONS Event maps will be provided upon Load In, where you will also find out your location. Location information will not be provided in advance as last minute changes happen within' days of the event. If you have a special request for your booth location, please list it on this form and we will make best efforts to accommodate your request. PE reserves the right to make modifications to the layout of the vending area if circumstances warrant, at its sole discretion. Food Vendor area must be confined to the space contracted and provided. Food Vendor space must not obstruct other exhibits or walk paths. LIABILITY The Food Vendor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save PE against any and all claims, losses and damages to persons or property and attorney’s fees arising out of or caused by Food Vendor’s installation, removal, maintenance, occupancy or use of vending space. In addition, the vendor acknowledges that PE and Decatur Book Festival do not maintain insurance coverage covering Food Vendor’s property and it is sole responsibility of the Food Vendor to obtain such insurance, including, if desired business interruption and property damage covering losses by the Food Vendor. Responsibility of the security of a Food Vendor’s area, products and property rests solely with the Food Vendor. INSURANCE: Food vendors will be required to supply Premier Events with proof of $1,000,000.00 liability insurance coverage. The City of Decatur, Premier Events, LLC, and Phoenix Concessions, LLC, affiliates are to be listed as the certificate holder and additional insured. 1825 MacArthur Blvd Atlanta GA 30318 HOLD HARMLESS AGREEMENT: Through submission of application materials and signing this Agreement, Vendor agrees of hold the, City of Decatur, Decatur Book Festival, its Board of Directors, staff, volunteers, Premier Events (aka Premier Events LLC, Phoenix Concessions, LLC) harmless for any and all losses, expenses, demands and claims against the festival or Premier Events, sustained or alleged to have been in any way related to the 2020 Decatur Book Festival. Vendor also agrees and acknowledges that the Dectaur Book Festival, City of Decatur, its Board of Directors, staff, volunteers and Premier Events (aka Premier Events LLC, Phoenix Concessions, LLC) are not responsible in any way for any personal injury, illness, property damage or loss of property that may occur during the 2020 Decatur Book Festival. Vendors agrees, acknowledges and further certifies that the Vendor and Vendor’s property, equipment and vehicles are properly insured for any and all loses incurred and or damages caused by Vendor or any party. Incorporation and Modification – This document includes all components of the agreement of the parties and is fully incorporated herein. The Application materials provided by the vendor to Premier Events on behalf of the Decatur Book Festival shall be incorporated herein by reference. No other promises made prior to the execution of this agreement have been omitted from this document. The parties may mutually agree to modify this agreement; however, such modification shall only be binding upon the parties by signed written agreement. No oral modification or agreement outside the scope of this agreement shall be binding upon either party. No Agency, Partnership or Joint Venture Created – This Vendor is an independent operator and through this agreement no agency, partnership or joint venture relationship is created by the Decatur Book Festival or Premier Events. The Vendor, its owners, employees or other agents shall not represent themselves as representatives of the Decatur Book Festival or Premier Events. Vendor shall not enter into any contract or other agreement which would cause the Decatur Book Festival or Premier Events to be liable in any way with any other party, including but not limited to, manufacturers, Vendors, or other suppliers, etc. Vendor shall hold the Decatur Book Festival and Premier Events harmless from any cost or liability it may incur with the production of merchandise. WEATHER **Decatur Book Festival is a RAIN or SHINE event** The festival will take place rain or shine and approved vendors agree to be present during festival hours despite weather conditions. Tents and banners should be properly weighted to withstand wind gusts and heavy rain. The Decatur Book Festival and Premier Events make no representation or guarantees regarding actual festival attendance, nor make any representation of potential financial success or failure. The Exhibitor agrees that in the event of acts of God, storms, floods, high winds, gales or hurricanes that neither PE nor any of its employees or agents shall not be responsible for loss, damage, third party damages, claims or loss to property, persons or vessels. It is the Event Management’s sole and absolute discretion to order an evacuation of the Event, or to take necessary steps to protect public health and property in the event of an act of God, hurricane, or the issuance of a severe weather warning for Atlanta or its environs by the National Weather Service. ACTS OF GOD: Premier Events and its affiliates shall have no liability whatsoever for damage, of any nature, to any person, matter, or thing resulting from storm wind or water, or other acts of God, or imminent threat thereof, nor from fire, strikes or lockouts. By applying to this event, you agree by the rules stated. You understand that all promotion of your items must take place within the confines of your booth. You further understand that Premier Events and all their representatives are not responsible or liable for damages including but not limited to, loss suffered before, during, or after each event you have applied to as a result of the display of your work, equipment, or material. You understand that there are no refunds or rain checks due to inclement weather. Premier Events reserves the right to refuse booth space based on event guidelines. If these guidelines are not upheld, your booth will be closed immediately, and your funds will not be refunded. On behalf of the Premier Events team and The Decatur Book Festival, we want to thank you for your interest in food vending at the 2020 AJC Decatur Book Festival. CITY OF DECATUR GENERAL FIRE SAFETY RULES FOR FESTIVAL SITES All vendors’ booths, tents, propane tanks, portable generators, charcoal grills, electrical equipment and appliances, fire extinguishers or any other festival structures or equipment must be inspected by the Fire Marshal’s office prior to the start of the event. And all fees are to be paid prior to start of event $25 for food truck inspections, fees for inspections and re-inspections also. All tents and flap material shall be manufactured from inherently flame resistant material. A certificate from the manufacturer will be required if a label certifying flame resistance is not permanently attached to the tent or flap material. Electric cords and wiring shall not be placed directly on the ground unless they are properly protected from physical damage and shall be placed so as not to cause a tripping hazard. Electric cords may be buried upon receiving permission from the Fire Marshal. Electric receptacles shall be ground fault protected. Booths shall be placed to allow access to fire hydrants for fire department vehicles, and provide for unobstructed ways of travel at all times to permit free escape from any point of danger in case of fire. Cooking booths or any booth using a solid, liquid or gas fuel source shall have a minimum 20 BC rated fire extinguisher. Cooking booths that have a deep fat fryer shall also have a “K” rated fire extinguisher. Fire extinguishers shall bear a current inspection tag validated within the past twelve months or a receipt of purchase within the last 12 months Extinguishers shall be located in an area that is easily accessible for use. In addition, all employees working in the booth or tent shall be trained in the proper use of the fire extinguishers. Cooking appliances shall be isolated from the public by at least four feet or a suitable barrier placed between the cooking device and the public. Cooking appliances shall be installed per the manufacturer instructions. Non- U.L. listed appliances shall have clearances of not less than 36 inches at the back and sides and 48 inches in the front. All electrical cords shall be U.L. listed electrical cords rated for outdoors use. NO HOUSEHOLD OR NON- WEATHER TIGHT POWER CORDS OR ELECTRICAL OUTLETS WILL BE PERMITTED. All electrical wiring and devices shall be in compliance with the National Electrical Code. ALL VENDORS SHOULD BE AWARE THAT THE FIRE INSPECTORS WILL INSPECT THE SITE PRIOR TO THE OPENING OF THE FESTIVAL EVENT AND THAT ALL OF THE ABOVE ITEMS WHICH ARE THE RESPONSIBILITY OF THE VENDOR MUST BE IN PLACE OR THE VENDOR WILL NOT BE ALLOWED TO OPEN FOR BUSINESS. IF DURING THE COURSE OF THE EVENT AN ONSITE INSPECTION DETERMINES THAT THERE IS A VIOLATION OF ANY OF THESE CONDITIONS, THE VENDOR’S BUSINESS SHALL BE CLOSED UNTIL SUCH TIME AS THE PROPER CORRECTIVE MEASURES HAVE BEEN TAKEN AND INSPECTED BY THE FIRE MARSHAL’S OFFICE. REQUIREMENTS FOR PROPANE (LP GAS) AT FESTIVAL SITES Propane tanks shall be placed outside of tents or other structures and must be secured to prevent tanks from being tipped or knocked over. Suitable fencing shall be placed around propane tanks. Propane tanks on grassy areas shall be chained or securely attached to stakes driven into the ground. Propane tanks located on pavement shall be securely attached to an immovable object. Propane tanks, hoses and fittings shall be free from leaks and are subject to inspection by the Fire Marshal’s Office. Only rubber hose stamped “Approved for LP Gas” or rigid black pipe shall be used to transport gas from tanks to appliances. Copper piping shall NOT be used. Rubber hose shall be kept off the ground and be protected from physical damage. Propane hoses may be buried upon receiving permission of the Fire Marshal. REQUIREMENTS FOR CHARCOAL COOKING AT FESTIVAL SITES Charcoal appliances shall be placed in an open area outside of tent or structure. Charcoal appliances shall be installed on noncombustible surface and be properly supported and protected so that people will not come into contact with the appliance. Only approved charcoal lighter fluid shall be used to start the fire, and once the fire is ignited lighter fluid shall be removed from the booth and stored properly. REQUIREMENTS FOR PORTABLE GENERATORS AT FESTIVAL SITES All portable generators shall be U.L. listed or equivalent. Vendors shall have the manufacturer’s written specifications for each portable generator, which shall be made available for inspection by the Fire Marshal or her/his designee. Once started, portable generators shall be capable of running continuously, without refueling, for the entire length of the event. Refueling a hot portable generator or the storage of fuel on site is prohibited. An approved fire extinguisher with a minimum rating of 20 BC shall be placed close to the generator. A barrier shall be placed around every generator so as to prevent persons from tampering with electrical cords and equipment and to prevent persons from coming into contact with hot equipment. Power cords shall be 3-wire type grounded and be of sufficient gauge to operate the equipment. Power cords shall be protected from physical damage and from becoming a tripping hazard. Power cords shall be installed overhead, buried, or run through PVC conduit. Power cord locations and type shall be of a type approved by the Fire Inspectors at the time of installation. The portable generator shall be located away from the public way and the public. Each portable generator shall be inspected by the Fire Inspector and approved before the event and prior to start up and use. Provide electrical inspection by approved inspection agency. SPECIAL EVENT FIRE SAFETY CHECKLIST Proof of inspection of all booths, tents, propane tanks, portable generators, charcoal grills, electrical appliances, fire extinguishers and any other festival structure or equipment. Placement and inspection of booths, tents, and other structures to assure that they provide the following:  Access for emergency vehicles  Access to fire hydrants  Unobstructed public ways to allow free escape at all times  Means of egress from booth, tents, and other festival structures  Fire safe operating equipment Certificate of fire retardancy of all tent structures shall be provided. Fire extinguishers with at least a 20 BC rating with current inspection tag. Electrical inspection by approved inspection agency Proper clearances between cooking appliances and the public and a public way U.L. listed and non-listed appliance cords (check for wear). Inspection of propane installations:  Hoses appropriate for propane use  Hoses and fittings free from leaks  Tanks properly secured and fenced  Current hydro date on tanks Inspection of portable generators to ensure they provide the following:  Assure generator is U.L. listed or equivalent  Location and barrier installation to keep public way clear  Assure power wire is three-wire type  Assure power cords do not create a tripping hazard  Assure fuel is properly stored  A 20 BC rated fire extinguisher is located near the generator Assure vendors and employees of vendors are familiar with Fire Safety Festival Site Rules.

The AJC Decatur Book Festival is the largest independent book festival in the country and one of the five largest overall. Since its launch, more than 1,000 world-class authors and hundreds of thousands of festival-goers have crowded the historic downtown Decatur square to enjoy book signings, author readings, panel discussions, an interactive children's area, live music, parades, cooking demonstrations, poetry slams, writing workshops, and more. The DBF is a community based non-profit that counts on your donations to operate each year. We are a 501(c)3 and your donation is tax deductible.