Stafford Rotary - Wings Wheels & Ducks - Vendor Registration Form

Number of spaces reserved ______ at $75.00 for one space and $25 for each additional space. (See other side for special non-profit rate. Indicate, below, if non-profit)

Your Check # _______ Amount enclosed $__________

(Checks should be made out to the “Stafford Rotary Club” and mailed to: Rotary Club of Stafford, P.O. Box 5575, Fredericksburg, VA 22403. A confirmation letter, with special instructions for the event, will be sent upon receipt of your check and application.)

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Wings, Wheels & Ducks will be held rain or shine on October 3, 2009 from 10am-4pm at the Stafford Regional Airport. Vendor set-up time begins at 7:00 a. m. on that date. You will be notified ahead of time of your location, and upon arrival directed to it. Vendor fees are non-refundable.

An application must include payment and be accepted before a vendor is approved to participate in the event. By signing the application, a vendor agrees to the “terms of participation” printed on the reverse side of this form.

Your Signature ______________________________________________

(If this form is hand delivered, include name of Rotary member accepting application and check) __________________________

Contact Information:

Ron Singleton, Vendor Committee Chair, Stafford Rotary Club

(540) 658-6713 day and (540) 809-2071 cell Email: RSING@UMW.EDU

P.O. Box 5575, Fredericksburg, VA 22403

VENDOR PARTICIPATION AGREEMENT

Vendors are divided into three groups: (1) food vendors, (2) youth vendors, (3) general vendors, as defined below.

FOOD VENDORS: In most cases, only one vendor per food type will be approved to participate. This includes such food types as: pizza, hot dogs/burgers, BBQ, ethnic foods, candy, ice cream, beverages, etc. ALL FOOD VENDORS MUST HAVE A HEALTH PERMIT. By signing this form, food vendors agree to follow all local, state and federal laws and obtain the proper health permit. Health Department inspectors will be on site conducting inspections during set-up, immediately prior to opening.

YOUTH VENDORS: These are groups that provide children’s entertainment and/or children’s items for sale. These include face painting, hand painting, games, etc. GAMES OF CHANCE ARE NOT ALLOWED. Rotary Interact clubs are generally in the Youth category. The $75 booth fee is waived for Rotary Interact clubs, but an approved application is required. Non-profit organizations are charged a reduced fee of $25 for each booth.

GENERAL VENDORS: All other vendors are placed in this category and include companies, political parties, non-profit organizations with information displays, services and general merchandise vendors.

Procedures: Vendors that submit a completed application (with email address) and their registration fee will receive an acceptance email, along with instructions concerning the event. Vendors will be assigned a specific space for their booth, which will be available at 7 a.m. on the day of the event. Spaces are 10 feet wide by 20 feet deep. On a case-by-case-basis, some vendors will be given permission to set up the night before the event, but the Rotary Club and Stafford Regional Airport cannot be responsible for any damage or loss that may occur. If a vendor needs additional space, it can be purchased for a reduced rate of $75 for the first space, and $25 for each additional space.

General Rules: All fees must be paid in advance to secure a space. Credit cards cannot be accepted for payment. There are no refunds, for bad weather or otherwise. Late registrations (including a late payment fee) will be accepted on the day of the event on a “cash only” basis, if sufficient space is available. Vendors cannot give food or beverages away if another vendor is selling the product. All vendors must be located within the vending area. Vendors are allowed to park a vehicle within their booth space so long as it does not create a problem for nearby vendors. If a food vendor is not set up and ready for the Health Department inspection when inspectors arrive, the vendor will be declared “unapproved” and cannot remain. Vendors requiring electricity must supply their own generator. Other rules and regulations may be added to these requirements by the event managers, as needed.

Approval to Participate: Selection of participants will be made by a committee that will take into account such factors as: (1) the order in which the applications are received, (2) past participation in the event, (3) evaluation of past performance in the event, (4) quality of the products offered, (5) quality of the service provided, and (6) other factors, as determined by the committee. Venders will need to bring a copy of their “letter of approval” to help expedite check-in on the day of the event.