SPFHF Outdoor Vendor Application Name of Organization Address Saint Paul Festival and Heritage Foundation Saint Paul Winter Carnival Jan 22 - Feb 1, 2015 Outdoor Vendor Application - Rice Park Please fill out the application and return by Friday, December 5, 2014. Final Panel decisions will be made by Friday, December 19, 2014 City State Zip Phone Cell Phone (day of show) E-Mail Address Day of Show Contact Write Proposed Products & Sales Price below. Attach a separate sheet for additional information as required. Saint Paul Festival and Heritage Foundation producers of the Winter Carnival has the right to deny entry of any of the productslisted above. Vendor will be notified of any changes by Winter Carnival. Winter Carnival has the right to enforce the abovestatements. Any new products not listed above must be approved in writing by Winter Carnival prior to the Event date listed inthis agreement. Any applicationspostmarked afterdecember 5, 2014 will be assessed an additional $50.00 per category X. Please X appropriate box(es) below: o o o Food & Beverage Space: $300.00 Grand Day Parade only ( Rice Park or Parade Route* ) $300.00 Torchlight Parade only( Rice Park or Parade Route* ) $500.00 + 2% Both Parades ( Rice Park or Parade Route* ) $600.00 + 2% Both Saturday Parades, including Friday, Sunday each weekend 6 days 1 meter space (see next page) Merchandise or Local Business Space: $200.00 Grand Day Parade only $200.00 Torchlight Parade only $350.00 Both Parades $600.00 Community Based Space: + 2% Both Saturday Parades, including Friday, Sunday each weekend 6 days $100.00 Grand Day Parade only $100.00 Torchlight Parade only $150.00 Both Parades $250.00 Both Saturday Parades, including Friday, Sunday each weekend 6 days 1
SPFHFA Outdoor Vendor Application Continued Food and Beverage Vendor: Each Outdoor Vendor wanting to sell, sample, or give away Food or Beverage must apply for a permit through the City of St. Paul s Department of Safety and Inspections. You can go to:http://www.stpaul.gov/index.aspx?nid=2063 for your temporary License. If you plan on doing morethan 1 Event in the City of St. Paul in 2014, the $272.00 Annual license is the least expensive. Go topage 3 of 9 on the City s Special Events Application to determine what license you want to apply for.when filling out your form, please write Winter Carnival under the Event name. This will speedup your permit process. Meter Charge: There is a meter charge of $90/Sat. & Sun. (Weekend rate) for EACH meter for Vending (ifparked at a meter). This fee must be paid when filing this application. Meter fees during the weekare $25/day. All spaces are reserved for vendors who have gone through the panel process and have been accepted. Preferred Location: we can not guarantee you will get that space (enter preference below): Power: You will need to provide your own POWER and meet City inspection requirements. Payment: Make checks payable to SPFHF Send Payment to: Saint Paul Festival and Heritage Foundation Attn: Outdoor Vendor 75 W 5th Street # 429 Saint Paul MN, 55102 This agreement is not valid until both the Vendor (known as Exhibitor) and an authorized Vendor Relations Director sign and date this page of the agreement. I agree to indemnify and hold harmless Saint Paul Festival and Heritage Foundation, Fanfare Attractions, their affiliates, all Volunteer members, City of St. Paul, contracted staff, Festival Sponsors, and all their Officers, agents, and their employees for damage, injury or loss to any person or property related to my participation in Winter Carnival. I have read, understood and agreed to the conditions stated in this multiple page agreement and have provided truthful and complete information. Authorized Vendor Signature Date Authorized Carnival Signature Date Days and dates of each Event: Grand Day Parade : January 24 th @ 2:00 p.m. (Setup can start at 10:00 a.m., Sales can start at same time). Parade Route: From Smith Avenue/High Bridge, Eastbound on W. 7 th Street, Eastbound on 5 th Street, Southbound on Washington St. Torchlight Parade: January 31 st @ 5:30 p.m. (Setup can start at 10 a.m., Sales can start at sametime). Parade Route: West bound on 5 th Street, Southbound on Washington Street and Eastbound on4 th Street to Cedar (Outdoor Vending). Both Saturday Parades, including Friday, Sunday each weekend 6 days Rice Park Area: 10 a.m. to 10 p.m. on Friday, See above for Parade times and dates, Sunday 10:00 a.m. to 6:00 p.m first Sunday and end at 4:00 p.m. on the second Sunday. All vendors must provide a copy of their general liability insurance naming Saint Paul Festivals and H Foundation as an additional insured. The amount should be no less than $1,500,000 per incident. Name of ins certificate of insurance must match the company name listed on this application. Please review remaining pages of this application for all rules and regulations. n 2
SPFHFA Outdoor Vendor Agreement 2015 Rules and Regulations Winter Carnival Rules and Regulations for All Vendors 1. All business or other activity for which Applicant has rented space must be conducted in your designated area only including No excessive noise, such as loud music, singing, or megaphone unless pre-approved by Vendor Relations Director. No distribution of literature, sales or sampling may be done by strolling through Winter Carnival grounds. 2. Winter Carnival will enforce space rented to all Vendors. Vendor may use only agreed upon space approved by Vendor Relations Director (V.R. Director). All unauthorized use of space will be charged a penalty fee along with the additional space fee prior to opening on Saturday or may be expelled from Winter Carnival; any additional fees for removal will be paid by the Vendor at time of removal. No changes in space rental size will be allowed after Event start time. 3. All Vendors agree that all fees paid to Winter Carnival are non-transferable and no booth space may be sublet, reassigned or otherwise transferred to a third party without written approval from V. R. Director. All fees paid are non-refundable after January 13, 2015. If you owe a percentage fee from sales, the fee must be paid to the Carnival Office no later then the following Monday of each week. 4. Unless specified otherwise in the agreement, Exhibitor/Vendor must provide all furniture, chairs, tents, and other equipment necessary for their own booth. Winter Carnival is unable to accept responsibility for any lost or stolen items, or for the return of any rental equipment other than their own. All generators or electrical requirements are the responsibility of the Exhibitor/Vendor. All power requirements must be approved by V.R. Director if necessary. 5. All approved Vendors are required to be open on the specified date and time as listed above. or as directed by Winter Carnival Director. Vendor check-in opens One (1) hour prior to set-up time designated in the above Event listing. All Vendors must check in One (1) prior to event in order to secure agreed upon space rental. Any Vendors checking in after waive their right for advanced agreed upon space and may be moved to another available location on site. Winter Carnival reserves the right to change location of a Vendor s space if unforeseen circumstances arises or said Vendor arrivesafter designated time as listed above. 6. NO VEHICLES MAY BE IN WINTER CARNIVAL FOOTPRINT FROM 1/2 HOUR BEFORE OPENING UNTIL 15 MINUTES AFTER CLOSING TIME. Winter Carnival cannot take responsibility for any tickets issued by the City of St. Paul, St. Paul Police, Ramsey County, for vehicles breaking rules. Storage vehicles (trucks, cars, etc.) must be parked off Winter Carnival grounds in a legal parking space. 7. Please remember that Winter Carnival takes place on property controlled by private businesses and the City of St. Paul. All rules of these agencies are strictly enforced throughout Winter Carnival. Any Vendor that is found in violation of these rules, regulations, or ordinances may be expelled from Winter Carnival without refund or compensation. Vendor is also responsible for any expenses incurred by said governmental body or expenses resulted in fines to Winter Carnival. 8. It is the responsibility of the vendor to deal with any permits and licenses (i.e. St. Paul Health Permit, Minnesota Sales Tax, etc.). All food Vendors and City required license. Vendors must supply a copy of their St. Paul Health Permit or Special Permit, Liability Insurance policy by January 2, 2015. 3
SPFHFA Outdoor Vendor Agreement 2015 Rules and Regulations continued The Vendor understands that they are solely responsible for calculating and reporting to the Internal Revenue Service and the Minnesota Department of Revenue all taxes arising from the sale of Taxable items at the Festival. 9. The Vendor affirms that they do not discriminate in hiring, employment, participation or services rendered based on the fact or perception of a person s race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, marital status, disability or as otherwise specified by governing law. 10. All Vendors, either sales or food and beverage, will list all items that they intend to sell at Winter Carnival. There will be a limited number of same kind Vendors. In the event of an excessive number of same kinds applications, Winter Carnival reserves the right to restrict items offered for sale or services to be provided. 11. Acceptance as a Vendor by Winter Carnival does not imply endorsement or affiliation of the organization and/or individual. Vendors may not use Winter Carnival name and/or logos (including the 2015 Winter CarnivalLogo) unless written approval has been given by Winter Carnival. 12. Any radio, web, or other electronic transmissions including video taping and photography for public use or personal gain is forbidden unless written approval has been given by Winter Carnival. 13. Winter Carnival, Vendor Relations Director reserves the right to accept, change, or not accept an agreement if said agreement does not meet specified requirements based on vendor category selection, incorrect or misleading information or any item that may be considered a violation of Winter Carnival, City, or State rules, regulations, ordinances or law. 14. Letters of Confirmation and site placement maps will be sent electronically prior towinter Carnival. Should you have any questions, please email Dan Rodewald at drodewald@spfhf.org Parade Route* If you plan on being on the Parade Route there will be additional detail required. Randy Dewitz will contact you for location and times related to the Parade(s) and route. You can reach Randy at: randy.dewitz@fanfareattractions.com. Please sign page two (2) of this document and return all pages (including Certificate of Compliance ST19). Please make a copy of this application andretain one copy for your records. This application is an invitation to participate. Your signature and thevendor Relations Directors signature are required for this document to become the official agreement forwinter Carnival participation. 4
Operator Certificate of Compliance Read the information on the back before completing this certificate. Person selling at event: Complete this certificate and give it to the operator/organizer of the event. Operator/organizer of event: Keep this certificate for your records. Do not send this form to the Department of Revenue. ST19 Name of business selling or exhibiting at event Minnesota tax ID number Seller s complete address City State Zip code Print or type Name of person or group organizing event Name and location of event Date(s) of event Describe the type of merchandise you plan to sell. Merchandise sold Complete this section if you are not required to have a Minnesota tax ID number. Sales tax exemption information I am selling only nontaxable items. I am not making any sales at the event. I participate in a direct selling plan, selling for (name of company), and the home office or top distributor has a Minnesota tax ID number and remits the sales tax on my behalf. This is a nonprofit organization that meets the exemption requirements described below: Candy sold for fundraising purposes by a nonprofit organization that provides educational and social activities for young people primarily aged 18 and under (MS 297A.70, subd. 13[a][4]). Youth or senior citizen group with fundraising receipts of $10,000 or less per year (MS 297A.70, subd. 13[b][1]). A nonprofit organization that meets all the criteria set forth in MS 297A.70, subd. 14. Sign here I declare that the information on this certificate is true and correct to the best of my knowledge and belief and that I am authorized to sign this form. Signature of seller Date Print name here Daytime phone ( ) PENALTY Operators who do not have Form ST19 or a similar written document from sellers can be fined a penalty of $100 for each seller that is not in compliance for each day of the selling event. Stock No. 2100190 (Rev. 9/02)
Information for sellers and event operators Operators/organizers of craft, antique, coin, stamp or comic book shows; flea markets; convention exhibit areas; or similar events are required by Minnesota law to get written evidence that persons who do business at the show or event have a valid Minnesota tax ID number. If a seller is not required to have a Minnesota tax ID number, the seller must give the operator a written statement that items offered for sale are not subject to sales tax. All operators (including operators of community sponsored events and nonprofit organizations) must obtain written evidence from sellers. Sales tax registration To register for a Minnesota tax ID number, call 651-282-5225. A registration application (Form ABR) is also available on our website at www.taxes.state.mn.us. Information and assistance If you have questions or want fact sheets on specific sales-tax topics, call 651-296-6181. TTY: Call 711 for Minnesota Relay. Most sales tax forms and fact sheets are also available on our website at www.taxes.state.mn.us. For information related to sellers and event operators, see Fact Sheet #148, Special Event Exhibitors and Operators. We ll provide information in other formats upon request to persons with disabilities.