Unifier Vendor Guide

Unifier Vendor Guidelines 2017

Important Dates

NEW Location: To be announced.
Event:
June 22- 25th 2017
Vendor Load In: June 21st 11am-8pm.
ALL CARS WILL NEED TO BE REMOVED FROM MAIN FIELD BY 8PM. No one will be able to load in after 8pm.
Sales: Booths must stay open until at least 4pm on Sunday.
Load Out: All vendors must be packed out and off site by Monday at 12:00pm.

Duration
Accepted Vendors must arrive on Wednesday between the hours of 11-8pm. All booths must be fully set up and ready to move cars off the main field by 8 pm. No arrivals will be permitted after 8pm. Booths must stay open until 4pm on Sunday June 25th, but at your discretion you may choose to stay open through the evening. All vendors must be packed out and off site by Monday by 12:00pm.

Registration & Payment
You may register for the Unifier Festival by reading the Vendor Guide and submitting the signed Application.  Please click on the links to download the documents  and we will send you a link for payment once we receive your completed application and booth photos. Deadline for registration is May 24th, 2017. You will be notified if you have been accepted within a week of receiving your application. Payments can be made via certified bank check, through our via a Paypal link we will send out once you have been accepted as a vendor.

Please mail checks to

HeARTbeat Collective
74 Long Hill Rd
Leverett, MA 01054
make checks payable to: Heartbeat Collective Productions

Selection Criteria
Applicants will be selected based on originality, sustainability, craftsmanship, overall connection to the Unifier theme, quality of goods, and booth setups.  We will do our best to represent an eclectic, diverse and high quality marketplace through our selections.

Handmade Work, Original Art, Sustainable Products, Heirloom Artisans, Creative Alchemists  and  Organic, Local Sustainable and High Vibration Food Vendors will be considered  as a priority to Unifier.

Imported Goods and Mass Produced items are not what we are looking for, if you do sell imports please apply only if you have a connection to your items, and a relationship with the people and places you are importing  from and can provide information that the craftsmen/women are paid a liveable wage and have safe working conditions. We are looking for high level artisans, crafts people and for all our categories of vendors we want to represent a high vibration and conscious creation from food to art to body workers.

Food Vendors are required to use sustainable and eco friendly containers and packaging.
If you do not currently have sustainable packaging for your containers please check out these links so we can keep the festival as green as possible.

http://www.biomasspackaging.com/brands/410176-be-green-packaging
http://www.sustainablefoodservice.com/cat/biodegradable-foodservice-products.htm

Booths/Booth Sharing
We offer 2 Booth Options either 10 x 10 feet or 10 X 20 feet.  Vendors are responsible for providing their own booth and shade structures, tables, chairs, equipment, signage, extensions cords and power strips.  Sharing booths with another vendor will be permitted for an additional $100 fee.  If you wish to share a booth with another vendor, you are each required to submit an application stating that you are planning on sharing, and the name of the other vendor you would like to share space with.  Please Note: that this additional vendor fee does not gain you any additional festival entry passes to the event.

Power Requirements
Please indicate on the vendor application if you will need power and how many amps you intend to use.  Our power source is limited and we ask that you keep your needs to a minimum, under 15 amps is FREE and is standard for basic lighting and devices. Power needs over 15 amps is $25.

You will be required to submit a list of all electrical appliances you plan on using for your operation.

Cancellation Policy
Once payment is accepted through our link there are no refunds for your booth space.  In the event that the Unifier Festival is canceled, any vending fees paid to the Unifier Festival will be refunded within 30 days of the cancellation date.

Pricing

  • 10′ x 10’ booth  $250 / $350shared
  • 10’ x 20’ booth $450/$550 shared
  • Food Vending  and Food Trucks $500
  • Non Profit Organization $100 ( only includes 1 festival pass)
  • Electricity  under 15 amps is FREE
  • Electricity over 15 amps $25
  • Electricity over 50 amps must be purchased by special arrangement through the vendor coordinator and only a few requests for this will be accommodated.

 

Vendor Check-In
2 weeks prior to the festival you will be e-mailed your vendor check-in time and specific set-up information.  Please print and bring that email with you for check-in. Arrival will be staggered to provide ease of check in, set up and scheduling other services that coincide with pre-festival preparation.

Check-in starts at 11:00 am Wednesday, June 21st.
All vehicles must be out of the vending area by 8pm on Wednesday, before sundown, for safety reasons. . Late arrivals or setting up on Thursday is not permitted, please do your best to arrive on time and get your booth setup on Wednesday.

You should be set up and open for business on Thursday June 16th by 11:00am

LOAD OUT
Vendors are required to stay open through the closing ceremony on Sunday night. Cars will not be allowed on the field until 8am Monday morning to load out.

Everyone should be off site by 1:00pm on Monday June 20th.

Vendor Credentials
Upon Check-in you will receive:

  • Craft Vendors-Two (2) vendor credential passes
  • Food Vendors- Three (3) vendor passes with option of buying an additional assistant for $100.
  • Non Profits- One (1) vendor pass.
  • One (1) on-site vehicle pass for set-up (off-site parking is available once you’ve set-up)
  • Electrical hook up designation
  • Helpful information you may need, including emergency contact information to use if needed during the festival.

We ask that you and all members of your crew arrive with a current Federal or State photo id and your confirmation e-mail in order for us to check you in.

If your booth assistant plans to arrive separately from you please have them provide an id to receive their credentials.

Additional festival passes may be purchased online or through the box office at the check in area for the full ticket price.

Parking & Camping
Due to limited parking on the festival grounds there will be No on-site parking. Vendors will be asked to unload and once you’ve set-up to then move your vehicle(s) to a specified lot.

This year there are a number of places to camp past the tree line behind a good number of the booths.  These will go first come first served.  There is no camping at your booths.  You can sleep in your booth if you like.

Permits and Licenses
All Vendors are required to provide Unifier Festival with a valid completed Mass State Sales Tax Certificate and For Food Vendors and Body Workers A Proof of Liability Insurance  must be mailed in PDF format  and a printed copy must be posted in your booth.  We are still working with the town of St. Lunenberg regarding licensing/permits for food vendors and we will keep you posted regarding their requirements. Please plan to have all of your printed licensing and insurance info on hand at your booth for state or local inspectors.

Food Vendors
Servsafe Certificates are required to be posted in your food vending area, food truck or festival tent. Please be sure to e-mail all insurance, tax documentation, non profit status  and liability information respectively to [email protected] prior to May 24th, 2017. Failure to do so will result in a forfeiture of your booth space.

Handling of Merchandise & Money
Unifier will be providing general festival security during the duration of the festival; however each vendor is solely responsible for the handling and security of money, merchandise or property that is in the vendor’s possession during the event.Please take whatever measure you need to insure your booth is secure and never leave any cash or other valuables in your booth after you close for the evening.

Taxes
Vendor shall obtain a Massachusetts State Sales Tax Certificate with your W-9 Federal  Tax ID #each and vendor has the sole responsibility for collection and payment of said taxes to the State of MA. Unifier Festival does not assume responsibility for the collection of said taxes and vendor will hold Unifier Festival harmless in any action regarding failure to do so. Each vendor must display a printed copy of their Sales Tax Certificate in their booth space.

Quality & Professionalism
Vendors agree to maintain their booth(s) and surroundings areas with an attractive, inviting, beautiful and professional experience at all times.  Each vendor is asked to treat all Unifier event staff, personnel and festival goers in a kind and mutually respectful manner. All equipment used by a vendor shall be maintained in  safe working order and  and comply with any/all State, County and local electrical, fire and health code (food) requirements.  Electrical outlets should be off the ground, duct taped and secured in your tent for the safety of all attendees All Vending booth areas behind, inside and in front of the booth must be kept accessible to people to flow within the areas and to maintain a safe and well thought out booth display. All trash, recycling and personal property must be packed in and packed out and your booth area must be left in it’s original condition . Our onsite green team will help collect trash and make the transition easy for you to dispose of items you may have accumulated.

Restrictions
No alcoholic beverages or music are allowed in the vendor booths. Unifier reserves the right to restrict any activities deemed to interfere with public access, safety or  festival programming.

Agreement
The undersigned agrees to indemnify and hold harmless Unifier Festival and Girl Scouts of Massachusetts and their respective personnel, agents and representatives individually from and against any and all losses and damages sustained as a result of participation at the Unifier Festival 2017.

Unifier Festival may sustain by reason of damage to property or injury to or death of any person, or for any loses or damages sustained by Unifier Festival as a result of negligence of the UNDERSIGNED vendor OR THEIR REPRESENTATIVE(S), vendor’s servants or agents relating to vending activities.

Compliance
Applicant also agrees to comply with all Unifier Festival, state and local regulations and follow the directives of Unifier Festival Staff and Volunteers.

Please sign on the application that you have read this guide and agree to it’s contents herein.

If you have any questions please contact Maegen Coral at [email protected] and we look forward to connecting at the festival and expect an amazing and  prosperous event marketplace.

Authority
Applicant understands that the Vending Coordinator and Unifier Festival have final say on items for sale and menu items. All decisions made by Vendor Coordinator and Unifier Festival are final.

Vendor Applications will be reviewed in the order in which they are received. Unifier Festival reserves the right to reject any application and to withdraw acceptance of any application. Your application will be processed within a week of receiving it and you will then receive a link for payment or can send us a check once your booth has been accepted.

Please note: all schedules subject to change.