VENDOR REQUIREMENTS

1. All types of hand-crafted art, photography, sculpture, crafts, and jewelry are acceptable. Vendors are prohibited from selling and serving alcoholic beverages.
2. Vendor spaces are limited to avoid duplication of vendors. Once you have submitted your registration, it will be reviewed, and you will receive notice of your selection status. If your registration is accepted, you will be contacted by College Bound AZ to facilitate next steps.
3. Space will be assigned based upon booth footprint and layout. Vendors must submit a photo or diagram of your booth layout. A coordinator from the event will be on-site to assist you in locating your booth space as well as addressing special needs that you may have throughout the event.
4. Vendors will be notified by email of space assignment and set up times one week prior to the event.
5. Vendor spaces must be manned between 1:30 pm to 9:00 pm and should not be removed before 9:00 pm for guest safety. Off-loading should be completed by 9:30 am.
6. Tents are preferred for all vendors due to fire lane restrictions. Vendors working directly from trailers must contact the event coordinator prior to submission of a registration.
7. Tents, tables and chairs are not provided. Each vendor is responsible for their own set up.
8. All tents must be weighted.
9. All tents, display stands, tables, racks, shelves, etc. must be kept within the marked boundaries of each vendor’s space out of consideration for other vendors and fire lane restrictions. All items for sale must be priced. Vendors must supply bags or wrappings and written receipts for all purchases.
10. Booth signage must be uniform, clean and professionally printed. Pole banner sign height may not exceed 10 feet tall. If signage is not uniform or does not follow regulations, the vendor will be asked to remove or readjust signage to meet requirements.
11. Vendor agrees not to produce additional amplified sound from your booth display. The contact name(s) on this application will be held responsible for relaying this rule to your on-site staff.
12. Electrical Usage. There is no electricity available onsite. Vendors will need their own generators.
13. SALES TAX, LICENSING & PERMITS. If you are planning retail sales, you must acquire your own City of Mesa sales tax permit and pay City of Mesa sales tax. You are responsible to obtain any other business licenses and permits that may be required. Please see below for Tax License contact information:City of Mesa Tax License Office: City of Mesa Municipal Building 55 N Center St., Mesa, AZ 85201 Phone: 480-644-2316 Fax: 480-644-3999 www.MesaAZ.gov/salestax
14. The event does not guarantee revenue for vendors.
15. Vendors shall submit payment for the total amount due by April 15, 2023 to participate in Chicago Fest West, including the vendor fee and electrical fee, if applicable. The payment will be deposited upon receipt.
16. Deposit of vendor registration fees does not indicate acceptance as a vendor at Chicago Fest West. If denied, the registration fee will be refunded within 30 days.
17. Cancellations. Refunds will be issued if the event is cancelled by College Bound AZ. Vendors with unforeseen circumstances who notify College Bound AZ at least 21 days prior to the event can receive a credit for next year’s festival. Vendors that fail to show up on event day without one week’s notice may not participate in Chicago Fest West in the future. No refunds will be given due to inclement weather. In the event of rain, Chicago Fest West will be rescheduled.
18. Site Management. Keep all areas clean of debris for the safety of event attendees. Trashcans, recycling receptacles and dumpsters will be provided at the event site. A fair cleaning fee will be assessed to any vendors that don’t take reasonable care of their assigned areas. Any damage to rental equipment will also be assessed a fee. All vendor equipment must be removed from the event site by 10:00 pm. There is no overnight security. Any equipment left overnight will be disposed of and a cleaning fee may be assessed.
19. Unauthorized Promotion/ Marketing: Only accepted exhibitors will be allowed to participate in the event. Outside vendors or promotional efforts are strictly prohibited, including distribution of flyers, sampling, selling, use of unauthorized PA systems, etc.
20. Photographs taken at the event of vendors and their spaces may be used by College Bound AZ for future event promotions.
21. Insurance. Vendors may be required to submit a certificate of insurance applicable to the nature of services provided no later than April 15, 2023 and meet the following requirements:
    1. Required limits are $1 million in Commercial General Liability combined single limit per occurrence for bodily injury and property damage, and $1 million per occurrence for personal injury. The general aggregate shall be no less than $2 million for contractors/vendors.
    2. The following entities must be named as additionally insured for the date of April 30, 2022:
       1. City of Mesa, AZ, Officers, Volunteers, Employees, Agents & Elected Officials, 20 E Main St., Mesa, AZ 85201
       2. College Bound AZ — 4222 E Brown Rd UNIT 33, Mesa, AZ 85205
    3. If applicable, vendor shall furnish the College Bound AZ with Workman’s Compensation coverage with statutory limits.
    4. When required, the insurance provider must submit Certificates of Insurance by email directly to [email protected].

WAIVER AND HOLD HARMLESS AGREEMENT

In consideration of the _________________________ (name of organization) and its Members, employees, volunteers or guests, being allowed to participate in Chicago Fest West, the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to _________________________ (name of organization) participation in Chicago Fest West.
To the fullest extent permitted by law, the _________________________ (name of organization) hereby agrees to defend, indemnify and hold harmless College Bound AZ, the City of Mesa, its officials, agents and employees, against all injuries, deaths, loss, damages, claims, suits, liabilities, judgments, cost and expenses (including attorney’s fees), which may in anywise accrue against College Bound AZ, the City of Mesa, its officials, agents and employees, arising in consequence of the _________________________ (name of organization) participation in the Chicago Fest West, or which may in anywise result therefore, except that arising out of the sole legal cause of College Bound AZ, the City of Mesa, its agents or employees. The _________________________ (name of organization) shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against College Bound AZ, the City of Mesa, its officials, agents and employees, in any such action, the _________________________ (name of organization) will at its own expense, satisfy and discharge the same.
The undersigned shall provide College Bound AZ and the City of Mesa if applicable to the nature of the services provided a certificate of insurance reflecting coverage for general liability coverage in satisfactory amounts. College Bound AZ, the City of Mesa, its officials, agents, employees and volunteers are to be covered as additional insured as respects the ________________________ (name of organization) participation in Chicago Fest West.
The invalidity or unenforceability of any of the provisions hereof shall not affect the validity or enforceability of the remainder of this Agreement.
The undersigned represents it has full authority to execute this Waiver and Hold Harmless Agreement on behalf of _________________________ (name of organization). Agreed this _______ day of_____________________, 2023.