Vendor Application for Alabaster CityFest Free Music Event

The Alabaster Arts Council cordially invites you and/or your organization to participate in Alabaster CityFest. We expect a great day of music, arts and crafts, food and children’s activities, and tens of thousands of attendees -- and we want you to be a part of the festivities.

Please read the following guidelines carefully (2012 application will be available soon!). Booth space is limited. Apply early! You can also reach us at vendors@alabastercityfest.com

Vendor parking directions may be found HERE.

Rules and Regulations:

1. Vendor Selection: Applications are due by April 1, 2012. Applications postmarked/received after this date will be charged a late fee (see below for fees), if application is accepted. Vendors are selected based on merchandise, product variety, product appropriateness, and space availability. Prospective vendors must send a photo (4x6 or larger) and itemized list of merchandise along with the application. Vendors will be notified when their application has been accepted for the event.

2. Food Vendors: Accepted on a limited basis. A $100 deposit is required for all food vendors along with the application fee. Deposit will be returned at check-out with proper disposal of garbage and grease. Approved dumpster and a grease pit will be provided onsite and must be used or deposit will be forfeited.

Food Vendor booths are approximately 20’x20’. Applications are selected based on previous attendance with CityFest, acknowledgement to guidelines, and type of product sold. A limit is placed on duplicate items sold by multiple vendors. The Alabaster Arts Council reserves the right to grant exclusive rights based on agreement. Duplicate vendors will be separated as much as possible, but no one will be relocated if this does not occur.

Food Vendors must send an itemized list of ALL food items along with application. Food items not listed on application at check-in will be prohibited. BEVERAGES: Only beverages from our official CityFest beverage sponsor can be sold at CityFest. Our 2012 Beverage sponsor is Coca-Cola.

Food vendors are expected to comply with all Health Department regulations.

3. Application Fees/Deposits: Fees/deposits are due no later than April 1, 2012. Deposits are only applicable to food vendors. Applications postmarked/received after this date must pay with cash, certified check or cashier’s check and a late fee will apply (see booth rates). A $35 fee will apply for checks returned due to insufficient funds. There will be no refunds once an application is approved.

4. Sales Tax: Applicant is responsible for paying all local Alabaster and Alabama state sales tax. Forms will be provided by the Vendor Coordinator at check-in.

5. Arts & Informational Vendor Space: Vendor spaces are approximately 10’x10’. Vendors must furnish their own free-standing tents, tables and displays. Note: Vendor space may be assigned on concrete sidewalk, grass, or asphalt parking lot which may or may not be level.

At all times, vendors must keep their space clean and orderly. Vendors are responsible for removing trash from their space and disposing it in an approved dumpster upon check-out.

6. Subletting Vendor Space: The subletting of space is not allowed without written prior consent from the Alabaster Arts Council.

7. Check-in/Set-up/Check-out: Vendor space assignments will be available onsite from the Vendor Coordinator, Friday evening. Electricity is provided Saturday only. Vendors may only check in and set up Friday between 5 - 9 p.m., and Saturday between 6 - 8 a.m. All vehicles must be out of the vendor area no later than 8 a.m. on Saturday. For security reasons, entrance to the park at other times will be prohibited to incoming and outgoing traffic. Vendors must remain open until 6 p.m. Saturday. All vendors must check out with the Vendor Coordinator and clear the event area following the last show. Failure to comply could jeopardize acceptance to future events.

8. Parking: Vendors will be given one parking pass per application.

9. Electricity/Water: Electricity is available on a limited basis and for a charge. It is assigned on a priority basis determined by the Alabaster Arts Council. Vendors must provide their own extension cords. Electricity is provided Saturday only. Water is not provided and is not available onsite.

10. Hazards: All vendors who use electricity, wood, charcoal, gas or propane will be required to have a working fire extinguisher in their space.

11. Trademarks/Logos: The CityFest Logo and/or artwork, name, or that of any artist performing at CityFest may not be used without written authorization from the Alabaster Arts Council. No merchandise of musical artists performing at CityFest can be sold without authorization from CityFest and the artist.

12. Firearms/Firearm Replicas: Not allowed at CityFest.

13. Soliciting/Distributing: Soliciting/distribution of materials or products outside of alloted vendor space is not allowed. Vendors are not allowed to move their vendor space. Information and giveaways will only be allowed with written permission from the Alabaster Arts Council.

14. Raffles/Give-aways: No vendor may sell raffle tickets or chances for any organizations without written permission from the Alabaster Arts Council. Any item that is to be given away for promotion must be preapproved in writing from the Alabaster Arts Council. Food and/or beverages may not be given away without written permission from the Alabaster Arts Council.

15. Security: 24-hour security is provided 6 p.m., Friday through 11 p.m., Saturday. Security is contracted with the City of Alabaster Police Department.

16. Right of Refusal: The Alabaster Arts Council reserves the right to refuse any applicants from the event.

17. Fees: Fees for the 2012 Alabaster CityFest.