2018 BLOCK PARTY Vendor Application

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1 2018 BLOCK PARTY Vendor Application EVENT INFORMATION Bernard Avenue in Downtown Kelowna will close to vehicular traffic for the biggest Block Party in the Okanagan! This free community event will fuse culture, art, fashion, food, shopping and entertainment together, attracting 18,000 20,000 to experience the heart of Kelowna. We ll have approximately 150 vendors lining the street with great deals, children s activities, dancing, music and lots more! The public is invited to sing, move and groove with live entertainment on street stages and fun outdoor activities for the whole family Event: Downtown Kelowna Block Party Date: Saturday, July 21, 2018 Location: Bernard Avenue; Kelowna, BC Time: 10:00AM 4:00PM Website: Vendor Application: (Due: June 15, 2018) Vendor Deadlines: Vendor Application: June 15, 2018 Vendor Fees Payment: June 29, 2018 Food Permit Documentation: June 29, 2018 Power and Rental Orders: July 17, 2018 CONTACT INFORMATION Business / Organization Name: Contact Name: Daytime Phone: Cell: Mailing Address: (street) (city), (province) (postal code) Products / Services Available for Sale: Page 1 of 5

2 VENDOR DETAILS Please note that completion of the application does not guarantee a vendor space at the Block Party. Notification of acceptance will take place in a timely manner via , with further details advanced closer to the event date. Each vendor space is 10ft. x 10ft. A double vendor space is 10ft. x 20ft. in size and 3 spaces is 10ft. x 30ft. Each vendor is responsible for supplying their own tent, tent weights, tables, chairs and power. Only one business is permitted to operate per vendor space and application. Fees payable to Downtown Kelowna Association via cash, bank draft, money order or PayPal by June 29, No personal cheques please. Please check one: Downtown Kelowna Member: 3 spaces $40 (includes GST) $70 (includes GST) General Vendor: Food vendors and retail vendors located outside DKA BIA Boundary. 3 spaces $200 (includes GST) $300 (includes GST) $400 (includes GST) Children s Activity Vendor: Activity must be approved by DKA. Please include activity description in application. $170 (includes GST) Not-for-Profit Society: Registered organization. 3 spaces $40 (includes GST) $70 (includes GST) VENDOR FEE TOTAL: DUE BY: June 29, 2018 $ Please circle one: I will be paying my Vendor Fees via: Bank Draft/Money Order PayPal/Credit Cash I will be using power at my vendor space: YES NO I will be preparing, providing or serving food and/or drinks at my vendor space: YES NO Space Required by Food Vendor: For mobile food vehicles & trailers; please include hitch in total measurement. Width / Frontage: Depth: feet feet Page 2 of 5

3 VENDOR CONTRACT Contract to reserve vendor space at the Downtown Kelowna Block Party on Saturday, July 21, 2018 Between: Downtown Kelowna Association (hereinafter called DKA) AND: Company or Organization Name (hereinafter referred to as Licensee) The Parties Agree As Follows: 1. Only one Licensee (business) is permitted to operate per vendor space and application. Licensee is not permitted to allow another business to operate from their vendor space or give their vendor space to another business without approval of DKA. 2. DKA will provide the Licensee with a location within the event area and the said location shall be at the sole discretion of the DKA. Locations for DKA members will be priority. 3. Music played from Licensee vendor spaces will be restricted and must be approved by the Downtown Kelowna Block Party Committee. 4. No smoking of tobacco, e-cigarettes or marijuana is permitted in the event site or at the Licensee vendor spaces. 5. Licensee will be responsible for their own materials (i.e. tables, chairs, tents, umbrellas, power, etc.) for their booth. 6. If tenting is being used, it is MANDATORY that the Licensee use weights to secure the tent(s). It is the responsibility of the Licensee to provide weights. Materials such as sand or water filled container jugs / bags are sufficient. 7. The Licensee shall load in NO LATER than 8:30AM on Saturday, July 21, The Licensee shall complete set up BY 9:30AM on Saturday, July 21, Vehicles will not be allowed into the event area after 9:00AM. 9. The Licensee shall operate their booth from 10:00AM to 4:00PM on Saturday, July 21, All sales must cease at 4:00PM 11. The Licensee shall not pack up and/or leave the event area prior to 4:00PM on Saturday, July 21, The Licensee shall be responsible for cleanup of the grounds to which they have been allowed space to operate. Clean up and removal of your material and garbage (including disposal of grey water) is to be completed by 4:30PM. Due to road closures, Licensee must leave event area by 5:00pm. 13. FOOD VENDORS: All food vendors are asked to have a drop cloth covering their entire operation. Any costs incurred by the DKA for clean-up of spilled items on brick or pavement will be charged back to the Licensee. The Licensee must comply with all regulations laid out in the Okanagan Similkameen Public Health Guidelines for Temporary or Seasonal Food Booths/Concessions. 14. DKA will not be responsible for loss or damage to any property. Accordingly, each Licensee shall take all necessary precautions to protect their valuables. 15. The Licensee is responsible for their own cash, credit card and debit card security. 16. Vendor Contract must be submitted by June 15, 2018 and Vendor fees paid by June 29, This is a rain or shine event. Refunds will not be issued. 18. Liability Waiver: Applicant hereby assumes any and all responsibility for all known or unknown damages, injuries, losses, judgements and/or claims whatsoever that may occur to any entrant, and his or her property while participating in the Downtown Kelowna Block Party and does release from liability the organizers and sponsors. By signing, the Applicant hereby agrees to adhere to all conditions outlined in the 2018 Block Party Vendor Contract, including the Liability Waiver, and any further stipulations outlined in the 2018 Block Party Vendor Handbook. If the above conditions are not adhered to by the Applicant (Licensee), the Downtown Kelowna Association has authorization to decline said Applicant (Licensee) participation in future Downtown Kelowna events. Name (please print) Date Signature * Your signature indicates that you have read and understand the above agreement and 2018 Block Party Vendor Handbook. Page 3 of 5

4 Power: Each vendor is solely responsible for any costs associated with arranging their own power. Showtime Event & Display is providing the temporary power and electrical services for the 2018 Downtown Kelowna Block Party, and will ensure electrical services are distributed properly and safely. Their certified electricians will be monitoring and approving all electrical services at our event to ensure they comply with the BC Safety Authority standards. Please note that all electrical equipment (generators) will and must be approved by the on-site electrician. If you are using power in the 2018 Block Party, please inform the DKA whether you: Rentals: A) Will be bringing and using your own generator at the event. B) Will be ordering power from Showtime for the event. Order Form available online soon at POWER ORDER DEADLINE: Final Deadline 12pm Tuesday, July 17, 2018 NO ONSITE ORDERS ACCEPTED Each vendor is solely responsible for any costs associated with arranging their tables, chairs and tents. Showtime Event & Display is the preferred rental supplier for the 2018 DK Block Party. They have extended a discount to all 2018 Downtown Kelowna Block Party vendors. They will provide full rental service for your order, including delivery, installation, dismantlement and collection of your items directly to/from your vendor space at Block Party. Food Permits: RENTALS ORDER DEADLINE: Final Deadline 12pm Tuesday, July 17, 2018 NO ONSITE ORDERS ACCEPTED If you will be preparing, providing or serving food and/or drinks at your vendor booth, you require an approved food permit from Interior Health Authority to participate in the Downtown Kelowna Block Party. If you don t have a food permit, you can apply for a Temporary Food Service permit from Interior Health at Complete and submit your application by June 29, Once you have received your Temporary Food Permit, or if you have already acquired a permit, please provide a valid copy to events@downtownkelowna.com by June 29, Please note that without this approval, you will not be able to participate in the Downtown Kelowna Block Party. Vendor Location: Downtown Kelowna will provide the Vendor with a location within the event area and the said location shall be at the sole discretion of Downtown Kelowna. Locations for Downtown Kelowna members will be priority. If you have a specific location request/requirement, please communicate this information the DKA by Friday, June 29, Confirmation of location within the Block Party will take place once payment is received IN FULL. A site map will be provided to indicate your site number, location on Bernard Avenue and Block Captain (your Block Party staff contact). All Vendors must set up at their appointed space; no moving or trading spaces will be permitted. Page 4 of 5

5 Please note that the Downtown Kelowna Association has the right to move your vendor location on Saturday, July 21, 2018 if required due to unforeseen circumstances in the event. We greatly appreciate your patience and understanding as we work to create a positive, exciting event for both vendors and the public. Please submit your completed application by June 15, 2018 to: Downtown Kelowna Association Attn: Block Party # Bernard Ave. Kelowna, BC V1Y 6N2 events@dowtownkelowna.com Please note that all Vendor Fees must be paid by June 29, Thank you for your interest in becoming a vendor at the 2018 Downtown Kelowna Block Party! Please note that completion of the application does not guarantee a vendor space at the Block Party. Notification of acceptance will take place in a timely manner via , with further details advanced closer to the event date. If you have any questions or concerns, please do not hesitate to contact me. E: events@downtownkelowna.com T: F: Page 5 of 5

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