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VENDOR APPLICATION TERMS

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  • ​​I understand and agree to participate as a non-food vendor at the Coltrane Jazz Festival.
  • I understand and agree to pay the non-refundable Vendor Application Fee.
  • By submitting payment, you affirm and agree to hold harmless Coltrane Jazz Festival, The Friends of John Coltrane, its directors, officers, employees, agents, and assigns from any and all loss, claim, action, suit, or liability to third persons (including attorney fees at trial and appeal), from any cause whether directly or indirectly related to this event or this agreement including but not limited to claims for injury to persons including death or destruction of property; whether intentional, negligent or consequential as a result of any act or omission of yours, or the officers, director, employees or agents of your business.

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  • I understand and agree to participate as a food vendor at the Coltrane Jazz Festival.
  • I understand and agree to pay the non-refundable Food Truck Application Fee.
  • I understand and agree to provide a valid inspection sticker, a current certificate of insurance, and copies of food permits.  
  • I understand and agree to comply with all Guilford County Department regulations for the preparation, delivery to the site, and serving of food.
  • I understand and agree that if applicable, I will be available on the scheduled day prior to the festival for Health Department inspection. 
  • I understand that if applicable – a Temporary Food Establishment (TFE) permit may be required and if so, I will be responsible for paying the permit fee and being available on the scheduled day prior to the festival for the Health Department inspection. 
  • I understand and agree that NO support vehicles will be allowed as part of the food truck area. ​​​​​​
  • By submitting payment, you affirm and agree to hold harmless Coltrane Jazz Festival, The Friends of John Coltrane, its directors, officers, employees, agents, and assigns from any and all loss, claim, action, suit, or liability to third persons (including attorney fees at trial and appeal), from any cause whether directly or indirectly related to this event or this agreement including but not limited to claims for injury to persons including death or destruction of property; whether intentional, negligent or consequential as a result of any act or omission of yours, or the officers, director, employees or agents of your business.

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The Friends of John Coltrane seeks food and non-food vendors for the 8th annual John Coltrane International Jazz and Blues Festival (JCIJBF).
POINT OF CONTACT: Danny H. Rogers, (336) 965-0694, [email protected]

VENDOR SELECTION: Vendors for the JCIJBF will be selected on a first come, first serve basis, with consideration for a variety of offerings.

REQUIREMENTS: Vendors must meet all requirements listed below in order to be considered. Incomplete applications or missing permits may delay or cause your application to be denied.

RENTAL SPACE REGULATIONS:

  1. Spaces are 15 X 15 and all vendor equipment, displays, stands, tents, tables, and
  2. supplies must be contained within these dimensions.
  3. Concession trailers and food trucks must be less than 26 feet.
  4. Spaces will be assigned by the Festival Staff prior to the event. Festival Staff will be onsite during set up to insure vendor is set up as assigned and in compliance with all requirements and regulations.

FEES AND PAYMENT:

  • All payments will be accepted buy PayPal only!
  • Deposit of 1/2 of the vendor fee is due at the time of application submission.
  • Final payments are due on August 2nd for food vendors and on August 15th for non-food vendors.
  • 1 parking pass is included with the vending fee.
  • 2 admission passes are included with the food vending fee.
  • 1 admission pass is included with the non-food vending fee.
  • Vendors must purchase additional passes at regular ticket price.
  • Additional parking must be purchased at the guest parking lot.

FOOD VENDORS MUST HAVE THEIR MENU APPROVED BY FESTIVAL STAFF BEFORE A FINAL VENDOR SELECTION CAN BE MADE. THIS IS TO MAINTAIN A VARIETY OF FOOD CHOICES FOR THE CUSTOMERS.

HEALTH DEPARTMENT APPROVAL: Food vendors are required to include with their application, a copy of their PRE-APPROVAL letter from the Guilford County Environmental Health Department. Details can be found on the Guilford County website at http://www.co.guilford.nc.us/gheh_cms/flisp/tfe_flisp.htm or by calling them directly at (336) 641-7777.

NEW HEALTH DEPARTMENT INFORMATION: The NC Department of Environmental Health will be charging a separate $75.00 fee each time they inspect a temporary food establishment. Please call the local Guilford County Health Department for information regarding payment if you are a food vendor.

MERCHANDISE VENDORS: Counterfeit (fake) merchandise will not be permitted. Counterfeit merchandise includes all goods that are made and sold without permission of the owner of the trademark, for example, merchandise with jazz, jewelry, purses, shoes and other articles of clothing that are fake. Licensing and State agents will be inspecting goods and will confiscate any items found to be counterfeit, imitations or illegal.

ELECTRICITY AND WATER: Electricity and water included in price. Vendor agrees to bring extension cords and at least 100 ft. of hose. Vendors must also provide their own tables, chairs, canopy, etc.

REFUNDS: All fees are non-refundable. Exceptions include when the cancellation is a result of an act of nature or the event is cancelled by Friends of John Coltrane Committee due to unforeseen circumstances. Please allow two to four weeks for processing. All refunds will be mailed to the individual, business, or organization’s address shown on the application.

INSURANCE REQUIREMENTS: The JCIJBF is not responsible for providing any liability insurance or any workman’s compensation insurance for the personnel of the independent contractors operating booths. The JCIJBF, Friends of John Coltrane, Inc., and City of High Point are specifically exempt from any liability for any losses, accidents, injuries, or deaths to any personnel who are in the operation of any booth at the Festival. Vendors assume all responsibilities for any loss, damage, claim or other injury to the vendor, his or her employees,
agents or representatives, or to any property or goods of the same, whether caused by fire, theft, act of God, accident, or any cause whatsoever, for the period the vendor or his or her property or goods occupy the site, and shall indemnify and hold The JCIJBF, Friends of John Coltrane, Inc., City of High Point, their employees, agents and representatives from any and all such loss, damage, injury, claim or other expense relating thereto. 

JCIJBF will purchase special events insurance to cover the City’s liability exposure. This insurance will not protect vendors, supplies, performers, or others participating in the festival. The City of High Point requires all food vendors to obtain their own insurance, naming the Friends of John Coltrane, Inc. and City of High Point as an additional insured, with combined single limit no less than $1,000,000 per occurrence. A copy of this insurance must be included
with this application.

PERMITS:
1. All food vendors that will be cooking on site must also contact the Fire Department to obtain the proper cooking equipment guidelines.
2. It is also the responsibility of each food vendor to comply with the Guilford County Health Department guidelines.
3. The Guilford County Health Department requires a $75.00 fee for all TFE’s at events. This fee must be paid directly to the Health Department and a proof of payment provided to JCIJBF Festival Staff.
4. All licenses and permits (if applicable) must be submitted with the application.

SET UP/BREAKDOWN/DISPLAYTIME & PARKING:
1. Setup – All food vendors, ice cream, smoothies, Italian Ice and all other snack vendors are to arrive, unload and set-up between 1:30 p.m.- 4 p.m. in their designated space on Friday, August 31, 2018.
2. Final set-up must be complete, with all vehicles removed from festival area (designated parking will be available), by 12:30 p.m. on Saturday, September 1 and Sunday, September 2, 2018.
3. Vehicle access to the vendor space is not permitted after 11:30 a.m. on September 1 and September 2, 2018. However, you may hand-carry items to your booth spaces from your vendor parking space, after this time if necessary.
4. Breakdown/load out- Breakdown of booth display may begin at the vending space at 11:30 p.m. for Food Vendors, and 11:30 p.m. for non-food located within the park. Vehicle access to vending space will be allowed ONLY when directed by Festival Staff, at the conclusion of the event.
5. Vendors and exhibitors are asked to stay for the entire hours of the festival. No vehicle access will be allowed on the festival site from 12:30 until 11:00 p.m.
6. The Festival, Friends of John Coltrane, Inc., and the City of High Point does not assume responsibility for loss or damage to equipment during the Festival.

RAIN PROCEDURE: Vendors should be prepared in case of light rain to cover your rental space with plastic covers. In the case of heavy rain, the festival coordinator will consider and determine suspension or cancellation of part or the entire event. Vendors should NOT leave the festival area before the festival coordinator announces suspension or cancellation of the event. The Festival has NO RAIN DATE or rain location.

CLEAN UP & ZERO WASTE POLICY: All spaces should be picked up and left clean. Each vendor must bring their own 55 gallon trash can and bags. Vendors are asked to take their recycling and compostable waste to the Zero-Waste station, and to take away their trash (nonrecyclable and non-compostable waste) from the festival site.

POLICIES & PROCEEDURES:
Vendors may not share or sublet their assigned space in whole or in part to any other exhibitor. The Vendor will assume full responsibility for all taxes, licenses, etc. including sales tax on items sold at or as a result of the John Coltrane International Jazz and Blues Festival. Vendor agrees to take full responsibility for the protection of his or her goods and property in the event of adverse weather conditions. Vendor acknowledges that due to the scale of the event, there is no rain date. The Festival will not refund any fees or expenses in the event of adverse weather.

Vendor will not distribute literature or provide any advertisement for any organization unless the literature or advertisement is approved by the Festival staff. 

Vendors will comply with all laws, ordinances, orders, decrees, rules, and regulations of any lawful authority, agency or government unit which apply to the use of their vending unity during the Festival, and agrees to indemnify and hold harmless the Festival, its officers, directors, representatives, employees, agents, volunteers, and sponsors for any penalties, fines, cost, expenses, or damages.

Vendor acknowledges that constant surveillance of all areas is impossible and vendor must make provisions for the safeguarding of his or her property from the time it is placed in the vending space until it is removed from the site by the vendor. The vendor ma y leave items and property on-site at the vendor’s own risk. The Festival recommends the removal of inventory and valuable items when the Festival is not in operation. The Festival does not assume any responsibility for personal injury of for theft, loss or damage to any goods or property of any
vendor.

The Festival or the vendor may terminate this agreement at any time prior to August 15, 2018 by notice in writing from the party desiring the termination to the other party concerned. After August 15, 2018 if the vendor should fail to meet the obligations through any cause of this agreement in a timely and proper manner, the Festival shall thereupon have the right to terminate this contract by giving notice to the vendor of such termination. 

Questions?
Danny Rogers, (336) 965-0694, [email protected]

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