Vendors - Hillsborough Arts Council

2011 Jazz Festival
VENDOR INFORMATION To down load this packet click here
Thank you for your interest in being a vendor at the Hillsborough Jazz Festival, an co-sponsored by the Hillsborough Arts Council and Time and Tide Productions. The Council will provide vendor space for artists, and food vendors
INSTRUCTIONS
You are applying to be a vendor at the Hillsborough Jazz Festival event held from 1100:am– 6:00 pm, on Saturday September 17 2011.
The Hillsborough Arts Councils strives for product diversity, festival spirit and quality merchandise when selecting vendors. Booth space dimensions are 10’ x 10’ for Artist/Crafts person and food vendors. If any equipment is to be used on-site to perform, demonstrate or create products, it must be contained within the specified space allocation. The Hillsborough Arts Council will NOT provide access to a power source. Each vendor is responsible for the design, construction and dis-assembly of each booth structure as scheduled by the event coordinators. The Hillsborough Arts Council will not provide tables, tents or a power source. Any booth that does not conform to size specifications or appearance regulations will not be allowed to participate in the event.

Applications and checks must be received by the September 10

READ! Read all information contained in this packet carefully!
APPLY Complete the application online the Jazz festival Vendor page of the website, print it out and send in with your check. click here for on line application. or an application is available at the Hillsborough Arts Council 1-4 Tuesday through Saturday

TWO ARTISTS APPLYING TO SHARE A BOOTH If two artists/craftspeople want to share a booth, both individuals will have to submit photos of their work (see below). Indicate on one application both artists’ names and contact information.
PHOTOGRAPHS Artists - please mail 3 photos or email digital images of your merchandise to Jazz@hillsboroughartscouncil.org. Emailing is preferred.
Food vendors please send in your menu and ingredients used. No beverages are to be sold by food vendors. There will be a limited number of Food Vendors with a careful selection to avoid duplication of foods offered.

FOOD VENDORS Food Vendors must have all Orange County Health permits. The Temporary Food Permit application for each qualifying booth must be received by the Orange County Health Department, Division of Environmental Health ten (10) days prior to the event. For further information contact the Orange County Health Department at 919-245-2361.
Note: the Orange County Health Department, Division of Environmental Health will receive a list of all Jazz festival vendors from the Hillsborough Arts Council.
PAY All vendors write one check or money order payable to the Hillsborough Arts Council for their booth fee.
Checks and printed application must be received by Sept 10
MAIL/ CONTACT Mail photographs and fees to

Hillsborough Jazz Festival, Hillsborough Arts Council, 220-B South Churton Street, Hillsborough, NC 27278. Contact the Jazz Festival vendor Management at 919-968-2115 or Jazz@hillsboroughartscouncil.org with any questions.

RECEIVE You will receive confirmation from Jazz festival management if chosen as a vendor by August 28. Should your application not be accepted, you will be contacted individually and your booth fee returned.
The following is for information purposes and the Hillsborough Arts Council is not responsible for collecting or filing any of the applications or taxes below.
NC SALES TAX See the North Carolina Dept of Revenue http://www.dor.state.nc.us/business/index.html

NON-PROFITS SELLING FOOD It is the responsibility of non-profits selling food to comply with the Orange County Health Department’s guidelines. Per the Orange County Health Department 100% of profits are be returned to the non-profit organization. Please see the attached Temporary Food Permit application from the Orange County Environmental Health Division pertaining to the sale of edible products. The Temporary Food Permit application for each qualifying booth must be received by the Orange County Health Department, Division of Environmental Health ten (10) days prior to the event. For further information contact the Orange County Health Department at 919-245-2361.
Note: the Orange County Health Department, Division of Environmental Health will receive a list of all Last Fridays vendors from the Hillsborough Arts Council.

VENDOR BOOTH AND FEE SUMMARY
VENDOR TYPE Cost Per Event:

Artist/Craftsperson (10’ x 10’ Booth Space) 25.00
Artist/Craftsperson Shared Booth (10’ x 10’ Booth Space) 35.00
Non-profit Organization (Information and selling merchandise) (10 x 10 Booth Space) 15.00
Food Vendors 175.00

ARTIST/ CRAFTSPEOPLE – EXAMPLE PRODUCTS ALL ITEMS ARE TO BE HANDCRAFTED

Basket Weaving Drawing/Etching Photography Paper Cutting/Dye
Black/Metal Smith Furniture Painting Spinning/Weaving
Blown Glass/lamps Jewelry Pottery/Sculpture Stained Glass
Calligraphy Leatherworks Print Making Textiles/Clothing
Candle Making Musical Instrument Quilting Toy Making
Carpetbags Needle Crafts Soap Making Wood Carving

CLICK HERE TO APPLY TO BE A VENDOR

TERMS AND CONDITIONS
2011 Jazz Festival Event Specifications and Requirements

Event Location: Historic Moorefields 2201 Moorefield RD Hillsborough
Event Dates and Times: 11 am -6pm Sept 17 2011
Application: An application is a commitment to the event, but does not mean you are accepted in the events. No full refunds will be given after the acceptance notice has been sent. See refund policy. Artists must mail a minimum of three (3) photos or email digital images of your work.
Refund Policy: Booth space fee will be refunded if application is not accepted. If you are unable to attend the event your check will be returned ONLY if we are able to fill your space..

Booth Set Up: 8am to 10:30 am. You may arrive no earlier than 8 am.. No vehicle will be allowed on the grounds after 9:30 am to set up All vendor vehicles must unloaded and parked by 10:00 am. Moorefields greens are not level in some areas so bring necessary shims if needed for your booth setup. Please check in with Tinka on the morning of set up to check in and help locate you booth. See sketch for vendor location.
It is the responsibility of each vendor to continually clean up the booth and the area surrounding the booth; each vendor shall leave the area in the same condition as when they arrived. Any vendor who fails to leave their space in good condition will be charged a 100 dollar fine.

Booth Breakdown: All booths must be off the grounds by 7:30 pm the evening of the event. All materials must be completely removed from the the area. If booth space is not cleaned up and abundance of garbage is left behind, the vendor will be charged a clean-up fee of $100.00. No vendor is allowed to break down before 6pm.
Booth Operation: The booth must be open and staffed during regular event hours. Anyone arriving late may be refused entrance to future events.. Vendor’s booths must not interfere with adjacent exhibits in any way. Vendors shall be liable for delivery, handling, erection and removal of their own displays and materials.
Merchandise: Jazz festival Management will determine through its selection process whether merchandise is acceptable. Vendors can display or sell only juried merchandise as listed on application..
Vendors and their staff must exhibit professional behavior at all times while on the event site. The Jazz festival Management reserves the right, in its sole discretion, to determine what constitutes professional behavior. Violation of this rule will result in the vendor, their staff and exhibits being excluded from the event site without refund. This may impact your acceptance in future events.
Vendors are not to bring alcohol or pets, except animal service agencies that have been approved to bring pets, to the event.
Vendors should consider a tent or coverage in case of light rain. If the event is canceled, the decision will be made at 7:00 am on the day of the event. Please check for cancellations at www.hillsboroughartscouncil.org /Jazz festival. Rain date is Sunday Sept 18.
Vendors may not sublet any portion of their space to another non-juried exhibitor.
No microphones or noisemakers may be used at the event without the permission of the Jazz festival Management. Hillsborough Arts Council in Hillsborough will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to the reasons of the enclosure in which the event is held, being before or during the event is destroyed by fire, or other calamity, or by an act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Hillsborough Arts Council that makes it impossible or impractical to hold the event. The Hillsborough Arts Council will not be liable for any damage done by vendors to public/private property during set-up, tear down and regular operation hours. This includes the operation of any equipment (motorized or non-motorized.)
CLICK HERE TO APPLY TO BE A VENDOR