VENDOR RULES AND REGULATIONS
This agreement is entered into by and between FICO, the organizer of the event (Organizer) and the business vendor completing, signing, and returning the application (Vendor). The Vendor hereby indemnifies and holds the Organizer, its agents, employees and servants harmless from all claims, including costs and attorney’s fees resulting there from or arising out of said Vendor’s participation in all events which have been organized by or through Organizer. For the purposes of this agreement, the term “participation” shall include, but not be limited to, the delivery of equipment, merchandise, structures and arts or crafts to their designated location, the set up and display of any such structure and art or crafts, and the dismantling and removal of all such items from the area provided by or through the Organizer or its agents, employees and servants.
The Vendor hereby expressly assumes any risk of harm to the Vendor, guests or guests’ property arising out of their participation and the participation of other artists or agents in any given festival organized by Organizer, including any risk resulting from the location of the space designated for them by the Organizer. The Vendor agrees to hold harmless the Organizer from all liability for damages to persons or property from any source. If weather, other acts of Nature, or other reasons beyond the control of FICO causes the event’s cancellation, Vendor entry fees will not be returned, and the Organizer will not be held liable to Vendors for failure of the event to take place or damage to products or structures.
This agreement shall be effective immediately upon execution and shall continue in effect through the Festival date.
Health & Safety Deposit
Vendors are required to follow all the health and safety rules established by Festival staff. In order to ensure compliance with these rules, vendors will be required to provide a $100 deposit as part of their Festival application. If vendors comply with the rules, a $100 refund will be issued after the Festival. An ACH form is included in this packet if you prefer direct deposit. If a vendor violates any of the rules of the agreement, the deposit will not be returned, and vendor will not be asked back.
Leaving Festival Grounds Early is Prohibited
Driving a vehicle onto the Festival grounds causes a significant safety issue for attendees, volunteers and other vendors. Once the Festival starts, vendors will not be allowed to access the Festival grounds with their vehicles. There will be a “no vehicle” period following the close of the Festival to allow sufficient time for all attendees to exit the grounds. Any vendors that drive a vehicle on the Festival grounds early will forfeit their deposit. In order to maintain the integrity of the event and to respect other vendors, it is strictly prohibited to take down the booth before 5 p.m.
Loading Periods and Parking
Vendors will be given time to unload and load their vehicles before and after the Festival. During this time, vendors must be patient and follow the directions of Festival staff and SPD, who will be helping to direct vendor traffic. Any vendor causing a safety problem or not following instructions from the staff or SPD will forfeit their deposit. Once the unloading period ends, Festival vendors must move their vehicles to the designated vendor parking area.
Each vendor will be given ONE vendor parking pass for use during the event day. There is limited parking. Please use the pass for those that need access to their cars during the day. If you have volunteers coming to work that day and do not need to transport product, we ask that they park in lot south of Sahuarita Road.
You may acquire general parking passes for your volunteers. We have free shuttle parking available from Walden Grove High School and Sahuarita High School and $5.00 onsite parking. The parking proceeds benefit our many student groups and local organizations that help make the Festival a success. It is our biggest fundraiser for the Festival.
Pre-Festival Meeting
We will host a vendor meeting on Oct. 17, 2019, 6 p.m. to 7 p.m. at the Town of Sahuarita Council Chambers located at 315 W Sahuarita Center Way, Sahuarita, AZ 85629. We ask our vendors to attend to learn of changes to the Festival and ask questions during this time. Vendors receive their maps and parking passes at this meeting. If a vendor is unable to attend, a pre-festival phone consultation will be required. The meeting is important to ensure that vendors understand all applicable health and safety regulations.
Insurance, Sales Tax and Food Safety Requirements
All vendors participating in the Festival must have $1,000,000 of liability insurance. You will be required to name Farmers Investment Co./ Green Valley Pecan Company, P.O. Box 7, Sahuarita, AZ 85629 as additional insured. In the Description of Operations it should read as follows: “The Certificate holder is added as an additional insured with respect to our participation in the Sahuarita Pecan Festival per the attached endorsement.” The actual Additional Insured Endorsement must be attached. General liability insurance procured by the vendor is primary and non-contributory.
Certificate must be received no later than Oct.1, 2019. If the vendor is unable to provide insurance, please contact Shannon Field (520-879-7423) to be included in the festival’s insurance policy. Please reference the fee schedule for cost.
Failure of Farmers Investment Co./Green Valley Pecan Company to identify a deficiency from certificates and forms that are provided by vendor shall not be construed as a waiver of vendors obligation to maintain such insurance.
Certificate of Insurance sample for your reference.
Business Licenses:
Vendors must receive a Business License from the Town of Sahuarita; there is no charge for this license. The license may be obtained from the Town Clerk’s office by calling (520) 822-8801, or you may fill out and submit the document online at: http://sahuaritaaz.gov/Index.aspx?NID=248
Non-profit organizations do not need a business license.
Pima County Temporary Food Establishment License and Food Safety:
Restaurant/food vendors (non-Licensed Mobile Food Units) must receive a Pima County Temporary Food Establishment License. This can be obtained from Pima County Health Department at (520) 724-7908 or at Pima County Health Department.
The Sahuarita Pecan Festival requires that ALL food vendors follow the Pima County Consumer Health and Safety policies and procedures. A valid Pima County Temporary Food Vendor certificate and Food Handlers Card must be provided to the Festival when applying.
Mobile Food Units must provide a copy of their Pima County Food Establishment License when submitting their application.
If you do not have a mobile food unit, you must comply with the Pima County Health Department’s Temporary Food Establishment Guidelines.
Copies of the current documents must be submitted to us by Oct. 1, 2019.
Sales Tax:
Vendor is responsible for compliance with Arizona sales tax laws. Contact the Arizona Department of Revenue at 800-634-6494 for more information.
Booth Set Up/Safety/Inspection
Applicants are required to provide their own booth set-up. Booth set-up, signage and banners must be professional looking. The appearance of your booth is very important to the success of the Festival.
All vendors using tents must stake their tents (Marketplace area) or use sandbags. Prior to the start of the Festival, there will be a safety inspection to make sure all canopies are properly weighted.
Booth Clean-Up/Check-Out
Vendors are responsible for cleaning up their booth space area. Vendors that leave garbage, boxes or debris in their booth space at the end of the Festival will forfeit their deposit. Festival staff will determine if the vendor has satisfactorily complied with Festival rules and regulations. Deposit reimbursements will be issued the week after the festival.
Weather Policy
The Festival will occur, regardless of inclement weather. All vendors should come prepared to manage their booths in the event of rain or wind. The only exception is if the Festival organizers determine the weather to be a safety threat. If weather, major disaster or other circumstances beyond the control of the Festival organizers cause the cancellation of the Festival, fees will not be returned. FICO cannot be held liable by exhibitors for the failure of the event to take place or damage to products or structures. You may check the Sahuarita Pecan Festival website at www.sahuaritapecanfestival.com on the morning of the event if you are unsure of weather conditions.
