sparta day 2021 general vendor information

SPARTA DAY 2021 GENERAL VENDOR INFORMATION

OCTOBER 16TH • STATION PARK • 11:00am – 5:00pm Join us for the 46th annual Sparta Day! This family event receives wide publicity in all local publications and media. It attracts thousands of people from Sparta and its local communities. Sparta Day is a rain or shine vendor fair and family festival that is a much-anticipated community event and a fundraiser for local and national charities and organizations. Families love our Kid’s Country, offering various rides & activities for children of all ages.

VENDOR FEES BY SECTION

A & F* $100.00 (Appx. 14’W x 18’D)

B, C, D $85.00 (Appx. 14’W x 14’D)

Kid’s Country

$85.00 (Appx. 14’W x 14’D)

AVAILABLE DISCOUNTS

$15.00 Early Bird Discount if registration and payment are received by September 15th $10.00 Non-Profit/Sparta Business Discount

• All recognized non-profit organizations are eligible when Tax Exempt Number is provided • All vendors with a business located in Sparta are eligible

VENDOR ARRIVAL 8:30AM – 10:00AM (Gates close to cars after 10:00AM) RAIN OR SHINE In the event of a cancellation due to SEVERE weather, an email will be sent to all

vendors, or visit www.jwcsparta.org. REGISTRATION Register and make payments online at www.jwcsparta.org. Registration is not

complete until payment is made and a confirmation email is received by the vendor.

Booth Fees are non-refundable. No transferring or subletting booth space. Please read full list of Vendor Regulations.

Vendors will be required to follow any NJ COVID-19 guidelines at time of event.

*Mid-sized car may remain in space

JWCS P.O. BOX 626, SPARTA, NEW JERSEY 07871 / 973.400.9260

[email protected] www.jwcsparta.org

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SPARTA DAY 2021 GENERAL VENDOR REGULATIONS

REGISTRATION: 1. All applications must include a completed registration form, payment, and signed vendor agreement. Your confirmation will

be sent electronically. Your space assignment will be given to you the morning of Sparta Day. 2. Booth fees are non-refundable. We will not be able to offer a refund even if the event is cancelled due to severe weather.

Fee is for space only (tables, tents and generators are NOT supplied.) 3. The JWCS reserves the right to limit the number of vendors with duplicate products and activities. 4. Vendors are not permitted to sell or promote their products, services or business/organization outside of their designated booth

space. GENERAL: 5. Port-a-potties, food and beverages are available on-site. 6. “Booth-sitting” is NOT available. Please plan accordingly. 7. Electric power is not available. Please note on your application if you will be using a generator.

(Must supply your own generator.) 8. Vendor displays are solely the responsibility of the crafter/exhibitor. Tables, tents and generators are not supplied. 9. As required by local police, no vendor will be allowed to “pack-up” and leave the park prior to 5:00pm. This is for public safety

and no exceptions can be made. 10. Vendors are expected to leave their space clean. Due to garbage restrictions, ALL vendors are asked to place all garbage and

recycling in the dumpster provided. Please do not use the public garbage cans. WEATHER: 11. Sparta Day is open to the public from 11:00am to 5:00pm, RAIN or SHINE. In the event of cancellation due to SEVERE

weather, an announcement will be made via email or visit jwcsparta.org. 12. All vendor spaces are outside. JWCS and Sparta Parks and Recreation will not be held responsible for any issues caused by

weather, animals, or other forces of nature. VENDOR ARRIVAL/PARKING: 13. General vendor vehicles will be not admitted into the park before 8:30am or after 10:00am.

Junior Woman’s Club of Sparta volunteers will direct you to your booth space. 14. Any vehicles that remain inside the entrance gate after 10:00am cannot be moved until the event is over at 5:00pm. This

includes any vehicle parked in the vendor parking lot, a section A/F space, food plaza area or any other area of the event. 15. During the event, one vehicle is allowed to remain per space in Sections A & F ONLY, and must be parked within the vendor

space. Large pick-up trucks and SUVs will not fit in the spaces and will have to be parked in the vendor parking lot or elsewhere. 16. JWCS volunteers are not available to help unload or load at vendor spaces. Please plan accordingly. SALE OF GOODS: 17. The sale of “silly string,” “magic ink,” “party snaps,” “stink bombs,” “caps” of any kind, “hair color spray,” “stink

spray,” “smoking candy cigarettes” and live animals is strictly prohibited. DO NOT include these or similar items in your Sparta Day inventory. If in doubt, email [email protected].

18. JWCS has the right to restrict/prohibit sale of products it deems inappropriate. 19. JWCS cannot control foot traffic and does not guarantee sale of vendor's goods. FOOD SALES/FOOD GIVEAWAYS: 20. The sale of food prepared on-site at Sparta Day is RESTRICTED to registered food plaza vendors. See separate food vendor

registration if interested. 21. All organizations are permitted to sell pre-prepared and/or pre-packaged food & beverages at their booth contingent upon

compliance and registration with Sussex County Department of Environmental and Public Health Services. Vendor must also obtain a food license from Sparta Township. The intent to sell must be pre-disclosed on registration paperwork. Please note, bottled water may be available to the public for free in the park.



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General Vendor Application Form

In returning this form, I acknowledge and agree to follow the enclosed vendor regulations to ensure the success of the event and safety for all concerned. The JWCS has the right to refuse booth space at future events due to failure to follow the enclosed vendor regulations.

Business Name: Tax Exempt # (non-profits only): Address: Contact Person: Cell Phone: Email: Description of Merchandise/Display/Activity: Comments: Will you be using your own generator? (No power provided) YES NO If you sell under a franchise please state the name: I will adhere to all regulations and will submit a Vendor Agreement form. Signature required: ADVERTISING* Would you like to purchase a Sparta Day Map Ad?* ($100 additional cost) YES NO Would you like to include a promotional item in the Sparta Day Tote Bag?* ($50 additional cost) YES NO OR purchase both a Map Ad & Tote Bag Insertion and receive a discount*? ($125 additional cost) YES NO Would you like to be included in the Where’s Spartan Sam? game*? ($40 additional cost) YES NO *Please see next page for advertising details and requirements

PAYMENT Please note: You can pay via PayPal online at www.jwcsparta.org/SDpayments.

REGISTRATION FEES/DISCOUNTS $ Section A, F (+$100 per space) $ Section B, C, D (+$85 per space) $ Kid’s Country (+$85 per space) $ Discount if registration and payment received by September 10th (-$15) $ Discount Sparta Business or Non-profit (-$10) ADDITIONAL OFFERS $ Sparta Day Map Ad (+$100) $ Promotional item inserted in Sparta Day Tote Bag (+$50) $ OR Map Ad & Promo Insert Buy 2 Special Discount (+$125) $ Inclusion on Where’s Spartan Sam? game (+$40) $ Additional Donation (Any amount is appreciated!)

TOTAL AMOUNT ENCLOSED $ (Checks can be made payable to: Junior Woman’s Club of Sparta)

Please see Sparta Day Sponsorship and Advertising Packet for details on additional opportunities (Find at www.jwcsparta.org/sparta-day)



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SPARTA DAY 2021 VENDOR AGREEMENT INDEMNIFICATION AND HOLD HARMLESS

This Indemnification and Hold Harmless Agreement ("Agreement") is madebetween The Junior Woman’s Club of Sparta

(“JWCS”) located at PO Box 626, Sparta, New Jersey 07871 and (“Applicant”) ____________________________________

located at _____________________________________________________________________________________________.

WHEREAS, Applicant has agreed to participate as a vendor at Sparta Day 2021 sponsored by JWCS therefore the Applicant is

required to execute this Agreement by which Applicant has agreed to indemnify, defend, hold harmless and maintain insurance in

favor of JWCS as provided in this Agreement.

Indemnification. Applicant shall indemnify, defend, pay on behalf of and hold harmless JWCS and its members, executive

committee members, Sparta Day committee members, officers, as well as all of its agents, partners, volunteers, representatives and

successors from any and all liability arising out of or based upon any and all claims, accidents, injuries, damages arising out of the

Vendor’s negligent or improper acts, losses, theft, demands, causes of action, penalties, settlements, costs, charges, expenses,

including reasonable attorney’s fees, judgments and claims of any nature or kind, arising in law or equity, (collectively referred to as

"Claims"), including but not limited to those involving Applicant's negligence and those brought by employees of Applicant, its

agents, volunteers, contractors and subcontractors, arising out of operation and/or participation at Sparta Day 2021.

Applicant shall also defend and pay all costs in defending Claims, including paying reasonable attorney fees, professional fees and

costs of suit. Applicant's indemnification obligations under this Agreement shall survive the expiration of the approval issued by

JWCS.

Hold Harmless. Applicant assumes any and all risk incidents at Sparta Day 2021. Further, Applicant covenants and agrees not to

make any claim against or file any legal proceedings of any nature against JWCS and any of its members, executive committee

members, Sparta Day committee members, officers, as well as all of its agents, partners, volunteers, representatives and successors

including those resulting from any death or injury to any person or damage or destruction to any property any way related to operation

and/or participation in Sparta Day 2021. Applicant waives, releases, holds harmless and forever discharges the JWCS, and any of its

members, executive committee members, Sparta Day committee members, officers, as well as all of its agents, volunteers, partners,

representatives and successors from any and all liability, causes of action, claims and/or demands, arising in law or equity, of any kind

including but not limited to personal injury, death and/or property damage arising out of or any way related to operation and/or

participation in Sparta Day 2021. The Applicant's obligations under this Agreement shall survive the expiration or termination of this

Agreement for the applicable statute of limitations period and shall not be limited by available insurance coverage.

This Indemnification and Hold Harmless Agreement is intended to be all encompassing.

The Applicant acknowledges and agrees that the person signing this Agreement on its behalf is duly authorized to bind the Applicant

to all of the terms and conditions of this Agreement.

By: ____________________________________________

Junior Woman’s Club of Sparta

Date: ______________________

By: ____________________________________________

APPLICANT

Date: ______________________

Advertising Opportunities

The Junior Woman’s Club of Sparta is a non-profit charitable organization registered under Internal Revenue Code 501(c)(3) (Tax ID#22-2503635).

Sparta Day Map Ad - $100 For a $100 donation, you will be given a 2x3.5 inch black & white advertisement space to include your coupon or ad on our Sparta Day Map that will be distributed during the event to those in attendance. Images for Map Ads must be emailed in an EPS, PDF, or TIFF format by October 1st, 2021 to [email protected].

Promotional Item Insertion (Sparta Day Tote Bag) - $50 For a $50 donation, you can have one promotional item inserted into the Sparta Day Tote Bags that will be distributed during the event to those in attendance. Examples of promotional items are flyers, coupons, pens, magnets, etc. A description of the item must be submitted for approval by JWCS on or before September 10th, 2021 (unless another date is agreed upon with JWCS). Once approved, you must provide 500 of your promotional item to JWCS no later than October 1st, 2021. Please note that the number of businesses/organizations participating may be limited.

Participate in both and save! Get a Map Ad and Tote Bag Insertion for $125

Sparta Day Game Where’s Spartan Sam? - $40 For a $40 donation, increase your booth traffic on Sparta Day by participating in the first annual Where’s Spartan Sam? game! Players must find Spartan Sam at your booth and receive a stamp in order to complete their game board and be entered for a chance to win a prize. JWCS will provide you with the game board stamp on the day of the event. Participating vendors will have their business/organization logo (or name if no logo exists) displayed at the JWCS booth with the prize. Please note that the number of businesses/organizations participating will be limited and it sells out quickly.

sparta day 2021 general vendor information

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