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Colorado Latino Festival 2018 Vendor Fee Structure / Rules & Regulations

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GENERAL REGISTRATION: Jan 22, 2018. Deadline: June 1, 2018. POST DEADLINE REGISTRATION: June 1- June 14. LATE REGISTRATION: June 15-June 22, 2018

 

Exhibitor fees:

 

Food Vendor/Food Truck: $450 (Members) / $550 (Non-Members)

General Vendor or Exhibitor: $350 (Members) / $450 (Non-Members)

Nonprofit organizations: $250 (Members) / $350 (Non-Members)

 

Prices increase $100 on June 15, 2018.

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We strongly encourage you to take advantage of the benefits of early application to The Latino Festival as well as our many convenient methods of payment. All fees must be paid in full prior to event attendance.

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PAYMENT CAN BE SUBMITTED 3 WAYS:

 

1. Mail payments to THE LATINO CHAMBER, 332 Main St, Longmont, CO 80501 

2. Pay by credit card by calling the office at (202)423-7060 Monday thru Friday 9:00 am- 4:00 pm. (inc. processing fee). 

3. Send us an email to jose@thelatinochamber.com and we will email you an electronic invoice from PayPal or Square which you can pay with your own PayPal account or Credit Card. (inc. processing fee).

 

If you have any additional questions please feel free to call the office at (202)423-7060.

 

Thank you for your continued support of The Latino Chamber and its programs to bridge and educate the community. Please be sure to read ALL of the disclaimers below.

 

DISCLAIMERS: EXHIBITORS ARE REQUIRED TO HAVE THEIR BOOTH STAFFED UNTIL 7:00pm. YOU CANNOT BRING A VEHICLE ON TO Main STREET UNTIL 7PM WHEN THE FESTIVAL ENDS. AN EARLY BREAKDOWN FEE WILL BE INVOICED TO VENDORS PREMATURELY BREAKING DOWN THEIR BOOTHS.

 

TO CHECK OUT, PLEASE SEE THE LATINO CHAMBER BOOTH. A STAFF MEMBER WILL VERIFY YOUR BOOTH SPACE HAS BEEN LEFT IN COMPLIANCE TO OUR ZERO-WASTE PRACTICES. VENDORS WHO DO NOT CHECK OUT VIA THIS METHOD AGREE TO EXTRA CHARGES.

 

 

Set-Up, Break-Down and Additional Information

1. Set up: Exhibitor agrees to begin setting up at 10:00am and complete set up by 12:00pm on Sunday, June 25, 2017. Vendors who are no-shows or are not set up by 12:00pm agree to forfeit their damage deposit and may not be allowed to participate.

 

2. Break down of booths at 7pm. RAIN OR SHINE. Vendors cannot drive any vehicles onto Main St prior to 7pm to load out supplies. An early breakdown will cause forfeit of deposit.

 

a. Exhibitor is responsible for leaving the designated space as found. At the sole discretion of the Latino Chamber, failure to do so will result in forfeiture of damage deposit. Exhibitors who are not completely off the space by 8pm will be subject to extra charges.

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b. Exhibitor agrees to “pack out” all related waste and recycling, leaving the space as they found it or be subject to loss of their damage deposit. There will be recycling and compost receptacles and very limited trash receptacles available for attendees. Exhibitor agrees to maintain a commitment to ensuring this event is as close to Zero Waste as possible, and ensure that they or their representatives abide by this.

 

We sincerely appreciate your compliance with these requests. We work very hard to keep the value of the Latino Festival going through the duration of the event to maintain audience participation. Your engagement and enthusiasm with our Festival participants will ultimately make your experience. The most effective way to work a booth that attracts a lot of people is to provide fun, interactive activities to engage passers-by. We highly recommend not sitting behind your table—unless you are giving something fabulous away for free. All booths are encouraged to have an activity. Also of course, number one rule HAVE FUN, BE ENGAGING and BUILD COMMUNITY!

 

Sales Tax, Space and Booth rules, Additional Information

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Boulder Sales tax is 8.845%

 

You can apply for your license here: https://bouldercolorado.gov/tax-license/sales-and-use-tax

 

Any exhibitor selling items is responsible for the collection and submission of sales tax to the State of Colorado, City of Boulder and Boulder County. You must submit your tax identification number or tax exempt number AND a copy of your Tax ID No. or Tax-exempt status with your application.

 

Spaces may be shared by organizations or individuals. If more than one Exhibitor will utilize the booth assigned each organization must sign this agreement upon initial application. Exhibitors may purchase more than one space.

 

The Latino Chamber will assign Exhibitor locations prior to June 24, and e-mail the primary contact a map with all of the necessary details and reminders about the event. If your email contact changes from the original application you are required to notify us immediately.

 

Each Exhibitor must provide its own booth and supplies necessary to operate within the booth space (tables, chairs, signs, etc.) Tents must be fireproof and materials must be secured to withstand the elements. The use of stakes is strictly prohibited in any booth placement; please plan to use sand bags to secure your booth.

 

If the person completing this application will not be present, Exhibitor must provide the name and cell-phone number/s of each of the representatives who will be present for set-up and break-down. Exhibitor agrees to provide all necessary instructions to whoever is staffing the booth.

 

Exhibitor, and only said Exhibitor, shall sell only the items and/or services at the listed retail price (including all local, state and federal taxes) included as an addendum by Exhibitor, and submitted with this application. Exhibitor shall sell the identified items at the specified price or less, unless otherwise authorized by the Latino Chamber.

 

Exhibitors are required to remove all waste and recycling, disposing of all waste off the mall. Exhibitor agrees to “pack out” all materials brought in and/or utilized by Exhibitor or representative, including any exhibit materials. Please help the Latino Chamber ensure that this event is as close to “Zero Waste” as possible (See section on Break-down for more details).

 

Space rental fees are outlined above towards the top of this page. Exhibitor agrees to pay the fees according to the deadlines outlined therein. Processing fees apply to credit card payments.

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Exhibitor shall not store outside the booth space for any supplies, equipment or inventory. Exhibit space which extends beyond the 10’ x 10’ space assigned shall be charged an additional $50 per square foot.

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Additional Information, Rules

 

LEGAL:

 

1. LEGAL: Exhibitors must comply with all local, state, and federal laws. This Agreement shall be governed by the laws and the taxation, health, sanitation, and fire regulations of the City of Boulder and Boulder County.

 

2. SALES: Exhibitors who intend to sell items must provide a description of all items to be sole (email a complete list to jose@thelatinochamber.com), including the retail price for all goods/ services offered during your participation at this event. No raffles are permitted.

 

3. TAX: All exhibitors are responsible for the collection and payment of sales tax as required by law, to the State of Colorado, Boulder, and Boulder County. To apply for your City of Boulder Sales Tax fill out the application online and pay the $25 fee here: https://bouldercolorado.gov/finance/business-licensing-form.

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4. CONDUCT: Exhibitors may not smoke or consume alcoholic beverages within any assigned event space. Behavior unsuitable for the event or which constitutes a public nuisance will not be permitted. Exhibitors will not engage in loud, live, or recorded music during the event. The Latino Chamber in its sole discretion will determine whether an act is unsuitable.

 

5. DISPLAYS: The Latino Chamber reserves the right at its sole discretion to determine whether any display or act is unsuitable for the spirit of the Colorado Latino Festival.

 

6. CANVASSING: Exhibitor agrees that canvassing will only be performed within the Exhibitors designated booth. Canvassing outside Exhibitor’s booth/s, is not permissible during this event. Exhibitor shall be liable for immediate booth closure and removal from the event. All fees will be forfeited by Exhibitor.

 

7. SECURITY/LIABILITY: Exhibitor is responsible for the security of its own property and equipment at all times. Exhibitor waives any claims of liability against the Latino Chamber for the loss, theft, or damage of any of the Exhibitor’s property at the Colorado Latino Festival or during set-up or breakdown. Exhibitor shall indemnify and hold the Latino Chamber, staff, contractors and volunteers harmless from any claim or cause of action arising out of or in connection with the acts of omissions or Exhibitor under this Agreement, and shall reimburse the Latino Chamber for any costs, including but not limited to, reasonable attorney’s fees incurred in the defense against any such claims.

 

8. CANCELLATIONS/INCOMPLETE APPLICATIONS: Exhibitor Cancellation received on or after June 1, 2018, or those applications which remain incomplete of required documents, will result in forfeiture of all fees.

 

9. REQUIRED DOCUMENTATION: Exhibitor agrees that, in the event that this Agreement is terminated as a result of Exhibitor’s failure to provide any required documentation, Exhibitor shall not be entitled to any refund but shall forfeit all amounts previously paid. Your application is considered complete and will be processed once completed application and payment of all fees and deposits are received by the Latino Chamber.

 

10. DISPUTE RESOLUTION: In the event of a dispute arising in any manner as a result of or in any way related to this Agreement, the parties hereto agree to submit the same mediation and/or arbitration as prerequisite to legal action. In the event arbitration or legal action is commenced, the prevailing party shall be awarded reasonable attorney fees and costs incurred as a result of said dispute.

 

11. VIOLATIONS: Exhibitor acknowledges that a breach of any of the terms of this agreement may result in the termination of this agreement and the preclusion of Exhibitor’s participation in the event. In the event that this Agreement is terminated as a result of any breech by Exhibitor, all fees paid shall be forfeited. 12. Applications will be processed on a first-come, first-served basis.

 

THANK YOU WE LOOK FORWARD TO YOUR PARTICIPATION!