Interested in becoming a vendor? Please read our rules and regulations listed below and fill out this form to receive a vendor application and more information on fees.
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London Bridge Renaissance Faire March 15, 16, & 17, 2019 VENDOR BOOTH RULES & REGULATIONS
Hear ye, hear ye! Come one, come all! The Renaissance Faire is coming! The Renaissance Faire is coming! The 4th annual London Bridge Renaissance Faire is returning to Lake Havasu!
The 2019 London Bridge Renaissance Faire (LBRF) will take place March 15-17. Friday and Saturday hours will be 10:00 am – 6:00 pm. Sunday hours will be 10:00 am – 4:00 pm. You will have the option if staying open later on Saturday. We will have a soft close at 6pm and adult entertainment till 10pm (16th.) The Faire will be held at the same location: SARA (Special Activities and Recreation Area) Park Rodeo Grounds, 7200 Dub Campbell Pkwy, Lake Havasu City, AZ, 86406.
As a potential participant in the 2019 London Bridge Renaissance Faire, please read through this guide to familiarize yourself with our expectations for vendors and to answer any questions you may have.
1. LBRF DATES AND HOURS OF OPERATION: March 15, 2018 (Friday) 10:00 am – 6:00 pm March 16, 2018 (Saturday) 10:00 am – 6:00 pm, Optional 10:00am-10pm March 17, 2018 (Sunday) 10:00 am – 4:00 pm
2. LBRF ORGANIZING COMMITTEE CONTACT INFORMATION: Email: Info@londonbridgerenfaire.com Phone: 928-846-7093 Mail: London Bridge Renaissance Faire, 2108 Runabout Drive Drive, Lake Havasu City, AZ 86403 Vendor Coordinator: Ashley Kent
APPLICATION ACCEPTANCE: The Vendor Committee will review applications in the order in which they are received. In an effort to avoid excessive vendor product duplication, the date of application receipt may be used to determine individual vendor category selection. Your application will not be considered unless payment is included with your submission. A limited number of vendor spots are available. Once these slots are filled, the vendor application process will be closed.
3. LIABILITY INDEMNITY: Vendor covenants to protect, defend, hold harmless and indemnify the London Bridge Renaissance Faire Organizing Committee, SARA Park, their directors, officers, agents, employees and members, from and against any and all expenses, claims, actions, liabilities, attorney’s fee, damages and losses of any kind whatsoever, actual or alleged, resulting from or connected with the participation as a vendor at the London Bridge Renaissance Faire (LBRF). The above parties shall not be liable for any loss or damage to any merchandise or personal property in or about the vendor’s booth space, regardless of the cause of such loss or damage.
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4. INSURANCE / LICENSURE / PERMIT REQUIREMENTS:
a. DO NOT submit any of your required paperwork to the London Bridge Renaissance Faire Organizing Committee. DO make sure you have all your required paperwork available in your booth for inspection during the event.
b. Certificate of Insurance: Vendors must provide a Certificate of Insurance naming the London Bridge Renaissance Faire Committee as an Additional Insured on their policy, with a minimum of $1,000,000 per occurrence. A Certificate of Insurance may be obtained from your insurance company, or through your homeowner’s insurance policy as an endorsement. This will be mandatory and enforced prior to the event.
c. City Business License: All business license applications must be presented, either in person at the Business License Department counter located at City Hall 2330 McCulloch Blvd. N Lake Havasu City, AZ 86403 or you may mail in a completed application with payment in the form of check, money order or cashier’s check to Lake Havasu City Business License Dept. 2330 McCulloch Blvd. N Lake Havasu City, AZ 86403. Please keep in mind that to be in compliance for an event, all applications must be processed prior to the event. During the faire, each vendor must display either their current Lake Havasu City Business License or Temporary Special Event Business License in their booth space (the city will be checking on this). For more information, the Lake Havasu City Business License office can be reached at 928-453-4153.
d. Sales Tax License: All faire vendors are required to hold a current Arizona Sales Tax (Resale) License. More information on the Sales Tax License can be found at http://www.azdor.gov or call 602-255-2060.
e. Health Permit: All food vendors must also be in possession of a current Mohave County Health Permit. More information on County Health Permits can be found at http://www.co.mohave.az.us or call 928-757-0901.
f. Fire Department Permit: Tents/Booths in excess of 200 sq ft and canopies in excess of 400 sq ft are required to obtain a LHC Fire Department permit. More information on the Fire Department Permit can be found by calling 928-453-3313.
g. No Exceptions—Required: The above requirements are your responsibility. Failure to comply with the above requirements will result in removal from the venue and no refund will be made if cited.
5. VENDOR BOOTH ASSIGNMENTS: Vendor Booth Spaces will be assigned on a First Paid in full, first assigned basis. Be advised that unexpected logistical issues may require relocation of booth spaces.
6. BOOTH SETUP AND TEARDOWN:
a. Setup: Approximately one week in advance of the event, vendors will be provided a time slot for their arrival at the event grounds on Wednesday (March 13th) or Thursday (March 14th) for setup. These slots will be 30 minutes in length and start at 9:00am. We ask that you plan to arrive within the 30 minute period assigned. Two weeks prior to the event, please send, via email to the Vendor Coordinator, any time constraints for arrival to aid us in scheduling. We will do our best to accommodate any special requests. Upon arrival, you will receive vendor wristbands and parking tags. We will have escorts available to take you to your site, and answer any questions you may have. Slot assignments are based on size of booth (as detailed in the sketch provided on your application), electrical needs, and location. By assigning this way, we hope to avoid multiple vendors within a
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given area attempting to set up at the same time. If you arrive later than your slot, we will attempt to place you after those in the current time slot have been positioned. We will not ask adjacent vendors to move for late comers. Please be considerate of other vendors who are already set up. Vendors must provide any ground cover required to avoid damage to the grounds, and remove the same at the conclusion of the event.
b. Teardown: Vendors may begin teardown no sooner than 4:00 pm on Sunday, March 17, 2019. VENDORS MUST BE OFF THE FAIRE GROUNDS BY 7:00 PM ON MARCH 11, 2019. Labor for setup and teardown is the responsibility of the vendor and is not provided by the LBRF. Those who do not comply with this policy will not be asked to participate in future faires. All food vendors are responsible for the removal of their grease or any charcoal and/or ashes from the faire grounds. Dumping of grease or charcoal and/or hot ashes in faire disposal containers or on the faire grounds is prohibited. Grease or burn marks will not be tolerated and will result in forfeit of deposit or additional assessment of damages. Boxes must be broken down and all trash must be taken to the dumpsters provided. Food Vendor’s booth sites will be inspected before cleared to receive any booth deposits.
c. Power: We will do everything we can to make sure your power is up and running during event hours; however, power is provided by generators at the event which always come with complications, so please be patient and ready for outages during the first hour as everyone turns on their appliances. Electrical power is limited to 110v/15amp for non-food vendors, and will only be available for non-food vendors from 8:00 am until 6:00 pm. Food vendors will have power 24 hours for refrigerated items. You must supply your own cords and connectors (120v, 15 amp, 3-wire cord connector, straight blade with U ground). Food Vendors: a limited number of 220v/50 amp outlets are available on a first come, first served basis. You must supply your own cords and connectors to match our NEMA 14-50 R 4-wire receptacle rated at 125/250v, which is standard electric range type of receptacle.
The LBRF will not have any cords and/or connectors available. If you apply for a 220v/50 amp outlet and the available spots are sold out, we will notify you upon receipt of your application. Please note: 220v/50 amp is only available in the food court area. The number of 110v/15 amp or 220v/50 amp outlets you purchase will determine how many outlets you may use. This event will have zero tolerance for vendors who attempt to use more electrical outlets than what they paid for. Vendors who pay for electricity will be issued an electricity tag. This tag must be displayed prominently at the end of your cord at the power source. If you use electricity during the event without a tag, we are left with no choice but to fine you and disconnect your power source. Since applications will be processed in the order they are received and by the type of food served, we encourage you to submit your application as soon as possible. Due to the selected number of food vendors for the LBRF, it is especially important to apply early. If you are not selected for this year’s event, you will be issued a full refund.
d. Water/Ice: Limited water will be available onsite. Dumping of waste water inside the event area will not be permitted. It will be each vendor’s responsibility to haul in their own fresh water, and dispose of their waste water at the appropriate dump site. The Faire will carry ice for vendors that may need to purchase additional ice. This will be available as a convenience and supplies will be limited. First come, first serve.
e. Trash: Each vendor is responsible for the removal and disposal of all materials, litter (including cigarette butts), garbage, including boxes, (broken down) and signs. The LBRF will provide dumpsters.
7. FOOD COURT: The LBRF will include a “Food Court”, where food vendors will all have an equal chance to attract customers. This includes a central area with tables and chairs for food consumption.
2019 London Bridge Renaissance Faire Vendor Booth Rules & Regulations Page 4 of 58. VENDOR HOURS: All vendors are required to remain open from 10:00 am until 6:00 pm on Friday and Saturday, and from 10:00 am until 4:00 pm on Sunday. NOTE: Food vendors not offering breakfast items may open at 11:00 am on Friday, Saturday, and Sunday.
9. VENDOR SPACE AND CONDUCT:
a. Booths: All vendors must have weights or stakes for any canopies in use. Please ensure that all four corners of your canopy have weights of at least 50 lbs attached or are staked in such a way as to not cause a tripping hazard or infringe upon your neighbor’s space. If high winds develop, all vendors must take action to minimize damage and risk to attendees. Vendors agree to see that their booth is staffed with sufficient people during the scheduled hours of the festivities. There will be no live animals brought onto the faire grounds at any time with the exception of animals trained and used for medical reasons or law enforcement (specifically service animals as defined in the American’s with Disabilities Act). Vendor acknowledges that it is unlawful to leave unattended pets inside a vehicle. Vendors will not bring onto the faire grounds any alcoholic beverages. Booth sharing is not allowed. All vendors need to purchase their own booth spaces and obtain their own business licenses. Vendors sharing booths will not be asked to participate in future faires. The use of any sound devices must be at conversational level so as not to interfere with neighboring vendors. The LBRF Organizing Committee expects our vendors to be respectful of other vendors, volunteers, as well as our citizens and guests enjoying the LBRF. Anyone behaving in a rude or unprofessional manner may be asked to leave and will not be asked to participate in future faires.
b. Parking/Admission: Vendors will be issued two entry passes to gain admittance to the LBRF grounds and must park in designated parking areas. We will provide a Vendor Parking Tag for one vehicle. This tag must be present to avoid towing. Once the event starts, vehicle movement is not allowed within the faire grounds between 8:45 am and 6:15 pm, except for emergencies. For the safety of our guests, a security escort will be required in the event of an emergency. Vendors must enter at designated gates. Overnight parking is permitted in designated vendor zones only.
c. Safety: If using equipment that produces heat or flame, such as cooking equipment or propane gas, you must have a type 2A10BC Fire Extinguisher on site that is full and has been serviced in the last twelve months with the tag of the service company. All fire codes, laws, ordinances and regulations pertaining to health, fire prevention and public safety shall be strictly observed. See the attached Fire Safety Requirements for Special Event Exhibitors and Food Concessionaires. Vendors closed by an inspector for any reason will not receive a refund. Note: Food vendors are not allowed under fire code to cook with oil inside any tents or canopies.
d. Security: Security will be on site, but will not be provided for individual booths. If you leave your merchandise overnight at the faire site, you will be doing so at your own risk.
e. Contact Information: All vendors must provide a phone number that will allow for 24 hour emergency contact. Corporate and 800 numbers do not meet this requirement.
10. APPLICATION DEADLINE: Applications will be accepted until January 10, 2019. Please note that booth space is limited, and will only be available until all open slots are filled by an approved and complete paid application submission.
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We look forward to seeing you at the event!