«General Exhibitor Application (NOTE: FOOD Vendors do not use this application. Please see separate Application) When: Sunday, April 26, 2015 10:00 ...»
General Exhibitor Application
(NOTE: FOOD Vendors do not use this application. Please see separate Application)
When: Sunday, April 26, 2015 10:00 am-6:00 pm Where: Idlewild Park in Reno, NV
Welcome to the 2015 Reno Earth Day Celebration at Idlewild Park! This event now covers almost all 39 acres
of the park, with 250-300 exhibitors of all types (educational, arts and crafts, non-profit messages, games and
contents, demonstrations, workshops, etc.). Average attendance for the last 3 years has been 15,000-20,000 in the single day. Volunteer support increased to over 200 helpers in 2014, and we continue to get better organized every year. Please join us and help us keep the event moving in this positive direction.
BEFORE YOU CHOOSE TO EXHIBIT, please read all rules and expectations.
Remember, we are all here making this event happen together. We keep booth fees low in order to keep this event accessible. Although most of the time we have beautiful weather, we are not responsible for what Mother Nature does. No one loses more than us in rare cases of bad weather, but it’s a risk we take. There are no refunds after the March 31st deadline for any reason. Money is spent as it comes in on requirements to hold the event. Thank you for supporting this important forum for so many people to come together!
PARKING: Idlewild Drive will be open, but parallel parking along the park-side of the roadway will be reserved for exhibitors with long trucks and trailers. The park will only be open to vehicles for exhibitors, performers, staff and volunteers. Parking passes for ONE vehicle per exhibitor will be issued at the Park gates for "in-park parking. There is plenty of "in-park" parking available on both the east and west sides of the 39 acre park. The east lot was not filled last year - we will issue better maps to exhibitors this year so that parking can easily be found. Additional vehicles may park for free in the closest lot at Reno High School, 1/2 a block away. Please let us know if you will need any special parking considerations and we will see what is available.
LOADING ZONES: NO one may park in the loading zones. After unloading your booth, vehicles must be moved and parked in designated parking areas. License plates will be recorded and vehicles left in the event area after loading ends will be towed. Pay close attention to signage, listen to and respect Volunteer staff, please help us out here and "don't be that guy."
WASTE: All exhibitors will be required to dispose of waste in the proper recycling receptacles. Your space (and surrounding area) should "leave no trace" that your booth was there. If you have boxes to break down, they must be placed in the cardboard receptacle. Food/compostable waste should go in the compost trailer. There is NO GLASS waste allowed in the event at all, but if you "inadvertently find yourself in possession of glass waste," do not put it in the event trash cans - take it out with you. We are fined for glass in the event, and trash receptacles are the means of measuring that. There is absolutely no dumping of waste - food, grease, liquids, wastewater, etc. at the event. These run off directly into the river. Transport these items out of the park with you and dispose of properly. Reduce, Reuse and Recycle, and when all else fails - Remove! Many Thanks!
Food vending at the event is carefully regulated. This includes ANY prepared food or beverage, whether prepared at the event or pre-packaged. If it is edible at the event, it is treated as a “Food Vendor.” We charge a premium booth fee for these vendors because the sales are so strong. Therefore, we also limit the number of food vendors at the event to keep those sales as strong as possible. We put a lot of care into layout to try and maximize each food vendor’s success. We restrict food giveaways and sample for this reason also. If you plan to sell any food at the event, you must use the Food Vendor application, following its rules and fees.
(Exceptions are made on a case by case basis for items such as sauces, teas, spices, produce, honey, etc.
where the food item cannot be consumed at the event. Samples for these items must be approved).
Contents of Application: Page 1 – Instruction Page Page 2 – Exhibitor Info Page 5 – Release Form Page 3 – Booth Info Page 6 – Promotional Activities Page 4 – NV Sales Tax Form Page 7 – Payments and Completion Checklist You must return Pages 2-7 with your application. Please fill everything out as thoroughly as possible. PAGE 1 Reno Earth Day ~2700 Scholl Dr. Reno, NV email@example.com
Organization:____________________________________ Contact Email:____________________________
(as you would like it to appear on maps, signs and programs) (all contact and updates will go here) Contact Name:___________________________________ Phone: ____________________________
FAX: __________________________________________ Website URL: _______________________
Physical Business Address: _________________________________________________________________
Will you be staying overnight in Reno in order to Exhibit? ________ How many nights? _________
Type of Organization (Please check one):
A. Non-Profit Organizations _______(Please attach IRS letter or number for lookup) (You do not need to fill out the Tax Forms or Business License details) __________________
B. Individual or Business (Info only; Not selling) _______ (You DO need a City of Reno Business License, but do NOT need to fill out the Tax forms) C. Individual/Business selling anything ________ (You need BOTH a City of Reno Business License AND to fill out the NV Sales Tax forms) City of Reno Business License #: ______________________ (please attach copy of Reno License) If you fall under B. or C. above and do not have a City of Reno license, the event will be charged a $15 temporary license fee for the day. Please pay for this item on Page 6. NOTE: Even if you have a business license from another city, the county or NV State, you still need a Reno Bus.Lic. to sell at this event.
NV Sales Tax Permit #: ______________________________ (if you plan to sell anything at the event).
(please attach copy of NV tax permit AND fill out the simple Tax form on page 4) If you are selling anything at the event, you must fill out the Sales Tax forms on Page 4 and return with this application. We will get final amounts from you at the event where necessary.
1) If you sell items at the event and do not usually file a monthly/quarterly sales tax form to Nevada, we will collect the Sales Tax from you at the event. Please turn amounts in before leaving the event.
2) If you attempt to sell at the event and have $0 sales, you must still mark the form stating this at the event.
3) If you file a monthly/quarterly Sales Tax return, you can fill in your Tax number on the Tax form in the AMOUNT space and simply report the sales in your periodic filing. We will turn in the event Tax forms exactly as you submit them.
WHAT will you be selling at your booth? _____________________________________________________
How would you categorize your group/booth/activities (select more than one or rank as you see fit)?
Art _____ Crafts ______ Commercial ______ Animals/Wildlife ______ Waste/Recycling _____ Jewelry _____ Alternative Energy ______ Clothing _____ Bicycling ______ Civic/Social Service______ Conservation ______ Cultural ______ Economic Dev. ______ Grocery/Nutrition _______ Health/Wellness ______ Media _______ Nature ______ Political/Policy ______ School _____ Spiritual ______ Pollution ______ Communications/Data Tech______ Other: _____________________________________________________
PAGE 2 Reno Earth Day ~2700 Scholl Dr. Reno, NV firstname.lastname@example.org
Description of Activity at your booth: _______________________________________________________
Total Space Needed (Sq. Feet): _________________________________________________________
WHAT giveaways will be distributed from your booth? __________________________________________
Some giveaways are restricted in order to be fair to other vendors. Please be specific about your plans. We cannot allow free food and beverage giveaways. Samples of these items must be approved separately and follow health dept. rules (see the Food Vendor application for more details). Please contact us for approval of these items.
TABLES, CHAIRS, CANOPIES, WEIGHTS: Reno Earth Day is a free community event and exhibitors are encouraged to be self-sufficient in design and construction of their booth spaces. However, we have arranged with the equipment supplier to supply extra equipment if you order it ahead of time. No other suppliers will be allowed access to the event, so please plan appropriately for what you need. Please remember that equipment rented from us must be checked out the morning of the event and set up by the exhibitor. Most importantly, equipment must be returned to the equipment station before the exhibitor leaves (not left in your exhibiting space), and exhibitors are responsible for returning it in the same condition.
CANOPY WEIGHTS will be available for rent this year for wind. Remember there are NO stakes of any kind allowed. You may bring your own weights (sandbags, water jugs, etc. for the wind, but you must have something, whether your canopy is rented or your own). Rental weights come in sets of 4.
BLACKTOP/PAVEMENT: Most of the park is on the grass, and there is no driving or backing up vehicles on the grass, even for unloading. If your booth requires pavement (trailers, food trucks, etc.), you must let us know. There is no additional charge for blacktop space; however, because pavement spaces are so scarce and some are on the edge of the event, please only mark this requirement if absolutely necessary. There will be limited carts available to help move equipment to booth spaces out on the grass.
Do you require blacktop space for your booth? _____________ How many feet? ________________
ELECTRICITY: Please be conscientious about power consumption. If your booth needs electricity to operate, we can provide a power hook up. Power must be ordered in advance. Only food vendors are allowed to bring
generators. Please tell us about your power needs (must specify if you need a 240V plug in):
Number of plug-ins needed: ______ (Cost will be per plug). Est. Amps _____ Volts _____ Watts _____ Purpose of plug-in (AV equipment, industrial blender, cash register, pottery wheel, freezer, etc.)?
Do you have any other special requirements for placement? ________________________________________
How much time do you need to set up your booth? ___________________________________________
Please note if you will have any LIVE animals at your booth (incl. pets). _____________________________
WASTE: Please indicate how your booth will handle waste (please check as many as apply):
0-Waste (everything brought in or created is 100% recyclable/reusable) _______ Leave No Trace (LNT) (You take back out everything you bring in or create during event) _______ Single Stream Recycling (SSR) (Using SSR and Compost bins at event) ________ Combination of 0-Waste and LNT: ________ Other (describe): __________________________________________________________________
Reno Earth Day ~2700 Scholl Dr. Reno, NV email@example.com Reno Earth Day ~2700 Scholl Dr. Reno, NV firstname.lastname@example.org Liability Agreement and Media Release (Please initial each item).
By choosing to exhibit, sponsor or attend this event, you and all participants within your organization agree to the
following provisions (please make sure all of your participants are aware of these provisions):
1. To RELEASE, WAIVE, DISCHARGE, HOLD HARMLESS AND COVENANT NOT TO SUE Reno Earth Day organizers, Mercury, City of Reno, other participants and sponsors, their officers, volunteers, agents, affiliates and employees hereinafter referred to as RELEASEES) from any and all liability, claims, demands, actions and causes of action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be sustained by me, or to any property belonging to me, WHETHER CAUSED BY THE NEGLIGENCE OF THE RELEASEES, or otherwise, while participating in such activity, or while in, on or upon the premises where the activity is being conducted or in transportation to and from said premises. _________________________(Initials)
2. To be familiar with all local, state and federal laws and to follow them at all times, including but not limited to filing and paying any relevant license, permit fees, taxes and fines, to obeying traffic laws and to obeying all other laws and municipal codes. RELEASEES will not be liable for any such violations on the part of participants and participant agrees to pay any fines or costs incurred associated with any such violations. _________________________(Initials)
3. To be familiar with City of Reno Park Rules. Our event is held on City property and we are bound by whatever rules they have for the privilege of using their property. Therefore, there are no exceptions for the following rules, which will earn fines if they are violated. Please acknowledge that you understand and will abide by the following City Park Rules and that if anyone in your group violates any provision or damages City property, you agree to pay any fines or damages assessed by the City. Fines will be issued this year if these rules are broken.
a. NO STAKES allowed at all, including but not limited to tent stakes, garden stakes, short pins to hold down tarps, nails, etc. Booths must be weighed down with weights, water jugs, sand bags, etc. Signs and display items must be free standing with stands above the surface. ____________________________(Initials) b. NO tires on the grass. Rubber tires allowed only on the asphalt. This includes unloading of equipment and any booth structures. You must use carts and manpower to get items from the asphalt to your booth area on the grass. If this is impossible, you must make arrangements with us AHEAD of time to reserve a space on the asphalt for your booth.