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The 20th Annual Silver City Blues & Bikes Festival May 22 -24 2015
VENDOR CHECKLIST
Please use this checklist to ensure that you submit a complete application.
ANY INFORMATION MISSING FROM YOUR APPLICATION MAY DELAY YOUR
APPLICATION FROM BEING PROPERLY PROCESSED AND RESULT IN MISSING THE
OPPORTUNITY TO PARTICIPATE IN THE FESTIVAL.
FORMS:
Acknowledgement of Receipt of Vendor Rules and Regulations
Vendor Application
Liability Release Form PAYMENT:
Vendor Fee
OTHER:
Certificate of Insurance
Images of Merchandise and Booth, either photos or email images.
Please send application along with booth fee to :
Mimbres Region Arts Council
Att. Ginny
P.O.Box 1830
Silver City NM 88062
575 538 2505
bluesandbikes@mimbresarts.org
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The 20th Annual Silver City Blues & Bikes Festival May 22 -24 2015
INFORMATION, RULES AND REGULATIONS FOR VENDORS
WHO: We are looking for quality, professional motorcycle related vendors and custom Bike
builders. There are only 50 spaces available so we want to make them count! Please send or
email images of your booth and what you intend to sell.
WHAT: The 20th Annual Silver City Blues & Bikes Festival will take place at Gough Park and
surrounding area in Silver City New Mexico. The Dates of the festival are May 22 through the
24.
Admission to the event is FREE to the public
WHEN: This FREE event will be open to the public starting –
Friday May 22 – Blues & Bikes Festival & Peoples Choice Bike Show 11:00am til 7:00pm
Saturday May 23 – Blues & Bikes Festival – 11:00am til 9:00pm
Sunday May 23 – Blues & Bikes Festival – 11:00 am til 7 pm
Vendors are expected to stay open for business til sundown Friday & Saturday and 7:00pm on
Sunday. If you would like to stay open until 10pm on Friday and Saturday you can.
SET UP: Set up time for vendors will start at 8:00am on Thursday May 21st. If you need to come
Friday morning you will need to set up with all vehicles off the street by 9:30 am There will be
festival staff available to answer questions and/or help with problems that may arise. All vendors
will be responsible for set up and tear down of their own displays. A minimum of 40 pound
weights on corners are required. We can have fierce winds here in New Mexico so be prepared.
You cannot stake into the asphalt or use cinderblocks for weights due to safety issues.
WHERE: Pope Street @ Gough Park in Downtown Silver City, New Mexico
SET‐UP FOR TRUCK and/or TRAILER VENDORS: There is very limited space for truck
or trailer vendors.If you are a truck or trailer vendor you need to make plans to arrive in the early
morning on Thursday May 21 .The hitch and tongue (the measurement will be from the farthest
point that anything sticks out at both the front and end). If you do not fit within the requested
area, you will be asked to modify your layout to fit within the space constraints, or forfeit your
vendor space .THERE WILL BE NO REFUND OF YOUR PAID VENDOR FEE. 2
SPACE ALLOCATION: Due to space constraints, vendors must fit within the booth area
requested. Trailer tongues, trailer doors, must be within the footprint of the total booth area. If
you do not fit within the requested area, you will be asked to modify your layout to fit within the
space constraints, or forfeit your vendor space.
BOOTH FEE: Booth spaces are $175.00 for a 10 feet wide x 15 deep space for all 3 days of
festival.. Vendors can purchase more than one space. There are only 50 spaces available. Please
make checks out to MRAC. Booth fees and application deadline is April 1 2015
INSURANCE: Vendor will be required to provide MRAC with a current certificate of
insurance, showing liability limits of no less than $1,000,000 per occurrence for premise and
operations liability, and naming MRAC as an additional insured. Certificate of insurance (COI)
should be sent with application. For really good and inexpensive event insurance you can go to www.actinsurance.com
DEADLINE:
- Vendor applications and booth fee must be received no later than April 1, 2015.
There are only 50 spaces available for this very exciting event so space will go fast.
REFUNDS: If you pay for a vendor space and find you are unable to attend the festival, and if
you notify us prior to May 1st in writing, we will refund your full vendor fee within 30 days after
the end of the event. If you notify us after May 1st or later you will not be entitled to a refund of
any of your paid vendor fee.
NOTE: Mimbres Region Arts Council does not guarantee sales during the event. Refunds will
not be issued due to poor sales performance of your products/services. No refunds will be given
due to inclement weather.
WEATHER: The Silver City Blues & Bikes Festival is an outdoor event and will be held rain or
shine. Be prepared for WIND.
PROHIBITED ITEMS: The following items can NOT be displayed, sold or dispersed:
Firearms (knives are OK), pornography of any kind, controlled substances of any kind, drug
related paraphernalia, and offensive and/or profane items. MRAC has the sole authority to
determine if a vendor has violated this policy, and if it is concluded this policy has been violated,
the vendor will be removed for the remainder of the event
without the refund of any of the vendor fee payment. PLEASE REMEMBER MRAC reserves
the right to refuse (prior to), OR remove during the event any vendor whose products, intentions,
or attitudes are not compatible with the family oriented nature of the Silver City Blues & Bikes
Festival. Offensive merchandise will result in vendor(s) being removed from the event without
refunds.Please discuss any questionable items in advance.
ELECTRICITY: There is no electricity available at event.
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SALES TAX: All vendors are responsible for paying there own New Mexico State Sales Tax .
www.tax.newmexico.gov
SECURITY: Mimbres Region Arts Council is not responsible for lost or stolen or damaged property. Officers
will be patrolling the park throughout the night.
TEAR DOWN: Please do not tear down before 7:00 pm on Sunday May 24. If you tear down
early you will not be invited back. You must be out of the street by 10:00 pm on Sunday, May
24. Please be sure to remove any garbage and leave your space as you found it.
TRASH: Trash cans will be provided throughout the lot. EACH VENDOR IS RESPONSIBLE
FOR THEIR OWN TRASH. At festival closing, vendors must collapse all boxes and dispose of
their trash bags in dumpsters located in each lot. Leave collapsed boxes in a pile beside the
dumpsters. MRAC prides itself on being a non-profit, family friendly, and CLEAN
festival. Please help in our efforts to keep it clean. If these rules are not followed, you will not
be asked back the following year. PLEASE REMEMBER: Trash pick up is everyone’s
responsibility.
Please email jpegs of what you intend to have at the festival. I will be creating a special
Facebook page for the event and will be posting information about bike builders and vendors for
the next several months. This will be good free advertising for all involved!
bluesandbikes@gmail.com
PROBLEMS: If you have any problems or questions during the rally, there will be several staff
members available to assist you. If you are unable to find a staff member, you can call Ginny @
575 313 5709 or Andy @ 575 590 3354
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The 20th Annual Silver City Blues & Bikes Festival May 22 -24 2015
ACKNOWLEDGMENT OF RECEIPT OF ALL VENDOR RULES AND
REGULATIONS
A signed copy of this Information, Rules and Regulations for Vendors must be returned to
MRAC along with your application, acknowledging you have read said form, and agree to abide
by all items therein. Failure to return a signed copy of this Information, Rules and Regulations
for Vendors will result in your application being denied.
SUBLETTING: No vendor may sublet their space or any part of it without prior approval of
MRAC
CONTACT INFORMATION: The Silver City Blues & Bikes Festival official mailing address
is:
Mimbres Region Arts Council
P.O.Box 1830
Silver City NM 88062
575 538 2505
PHONE: Ginny Wolf – event coordinator – 575 313 5709
E‐MAIL: blues&bikes@mimbresarts.org
WEBSITE: www.mimbresarts.org
FINE PRINT: MRAC officials maintain the right to remove any vendor that is in violation of
the policies and rules of The Silver City Blues & Bikes Festival. This includes, but is not limited
to, laws of Silver City, New Mexico and the ethical conduct of vendor’s representatives prior to
and during the event.
If you desire a certain location we will do our best to accommodate your request; however, we
make no promises and MRAC reserves the right to change a vendor’s location for unavoidable
reasons. We absolutely will not reserve or hold any location without first receiving your
completed application and full payment of your vendor fee.
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MRAC reserves the right to refuse (prior to) OR remove during the event any vendor whose
products, intentions, or attitudes are not compatible with the family-oriented nature of The Silver
City Blues & Bikes Festival. Please discuss any questionable items in advance.
Print Name_____________________________________ Date___________________________
Print Business Name_____________________________________________________________
Signature______________________________________________________________________
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The 20th Annual Silver City Blues & Bikes Festival May 22 -24 2015
VENDOR SPACE APPLICATION (REMEMBER TO READ THE INFO, RULES AND REGULATIONS FOR ALL VENDORS)
NAME OF BUSINESS:
NAME(s) OF OWNER/CONTACT PERSON(s):
NAME(s) OF ONSITE CONTACT
MAILING ADDRESS:
CITY:
STATE:
PHONE:
ZIP:
FAX:
EMAIL:
WEBSITE:
TAX ID NUMBER:
TYPE OF GOODS/SERVICES TO BE SOLD/EXHIBITED:
DO MOTORCYCLES NEED ACCESS TO YOUR BOOTH FOR SERVICE INSTALL?
10FT BY 15 FT BOOTH SPACE – $175.00
NUMBER OF SPACES – x $175.00 =
TOTAL BOOTH FEE PAID -
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The 20th Annual Silver City Blues & Bikes Festival May 22 -24 2015
LIABILITY RELEASE FORM
FINE PRINT: This is not a binding contract until signed and approved by MRAC. You will be
notified of acceptance at the contact information that you have provided above. An application
for space and its acceptance constitutes a contract to use the space assigned. MRAC retains the
privilege to change locations for unavoidable reasons. Each vendor acknowledges his/her
agreement to all the rules set forth by MRAC. No refunds due to inclement weather will be
made.
LIABILITY RELEASE: We the undersigned do hereby submit our application for
consideration for reservation of display space for The Silver City Blues & Bikes Festival. We
agree to abide by the rules and regulations set forth by MRAC and will indemnify and hold
MRAC harmless from all costs, losses, damages, or expenses including expense of litigation, and
attorney’s fees, resulting from any person or property arising out of any act of omission of
vendor or his employees or other representatives. Vendor is required to furnish MRAC
representatives with evidence that vendor has insurance in force with a reputable insurer,
including coverage (with limits approved by MRAC) against contractually assumed liability.
MRAC, its officers, agents, members or volunteers shall not be held responsible for any loss or
damage due to theft, fire, accident or act of God, but will use reasonable care to protect the
vendor from such loss. I agree to leave my display throughout the duration of the festival: May
22, 23, 24, 2015.
IMPORTANT: Vendor will be required to provide MRAC with a current certificate of
insurance, showing liability limits of not less than $1,000,000 per occurrence for premise and
operations liability, also naming MRAC as an additional insured. Certificate must be received
by May 1 2015.
.
PRINT NAME:
DATE:
SIGNATURE:
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