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REVISED 3/24/15
Gary Air Show Vendor Application
July 11-12, 2015
The City of Gary is thrilled to announce an opportunity for food, merchandise, education and
non-profit vendors to sell and display at the 2015 Gary Air Show at Marquette Park.
Application is hereby made to the City of Gary, Mayor’s Office of Special Events for
consideration for vendor participation at the 2015 Gary Air Show. Once your payment is
received and the application is signed by both parties, we will send you a confirmation of
participation. Our schedule will be as follows: Saturday, July 11 and Sunday, July 12, 2015 from
9 AM until 5 PM. We invite you to be a partner with us as we offer an opportunity to promote
your organization. This application, when executed by the City of Gary, Mayor’s Office of
Special Events will constitute a contract.
All vendors that will be participating with the 2015 Gary Air Show shall adhere to fire safety
rules for inspections for new, existing, and temporary structures for, occupancy classification,
fire protection and exposures. Please see these rules attached as “Exhibit A”.
Insurance certificates must be submitted with your application. Deadline for all applications is
June 30, 2015. All vendor applications are subject to approval.
Type of
Vendor
Booth
Size*
Food**
10 x 10
20 x 20
Merchandise 10 x 10
20 x 20
Non-Profit^ Display
only
Before
May 31,
2015
$850
$1500
$700
$1400
$300
Extra Footage
before May 31
(per foot)
$40
$40
N/A
After May
31
$1000
$1650
$850
$1550
$450
Extra
Footage
After May 31
$50
$50
N/a
*Booth fees include the cost of the vendor’s special events license, temporary food permit,
garbage and recycling receptacle, overnight grounds security and access to a portable hand
washing station.
** All food vendors must also complete the City of Gary, Health Department Inspections for
Restaurant & Retail Food License. All vendors must complete a special events license form. Both
forms are included in this packet. (An additional cost of $15 per employee may apply for health cards.)
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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^ Space for a non-profit booths must meet the qualifications with proper documentation. A
copy of 501(C) 3 designation must be submitted with the application.
Do you need a tent? Yes or No
Do you need a table and two chairs?
All vendors must be “self-contained” (ex. Generator, water, etc.)
Yes or No
Vendor Information
Business Name
Date
Contact Person
Cell Phone
Email
Fax
Billing Address
City/State
Zip Code
Contact Person
Contact Person Cell
during Event
Phone #
Booth and Amenity Information (Please see above for pricing information)
Is your Booth Commercial or Non-Profit?
Booth Fee
$
Exact Dimensions of Booth Space
Do you want
How many
Additional
$
add’l
Y / N feet?
Footage Fee
footage?
Please indicate length of trailer tongue in feet (if applicable)
Do you want
$
Y / N
How many?
Chairs fee
add’l chairs?
Do you want
$
Y / N
How many?
Tables fee
add’l tables?
If you do not order amenities on this form you will not be able to request them on
event day.
Are you bringing a generator?
Y / N
How many?
Total Due: $
List full description of all electrical equipment that you will be bringing, including type
of light:
(use additional sheet if necessary.)
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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Products and Services
Please include below an itemized list food/merchandise for sell/distribution at your booth:
(use additional sheets if needed)
-Any items that can be used as weapons cannot be distributed at the Gary Air Show (knives of any type,
baseball bats, etc.)
-Only items listed below can be distributed at the Gary Air Show. Items not listed below cannot be
distributed at the show.
-Items must be pre-approved by Gary Air Show staff.
Estimated time to set-up booth:
PERSONAL CHECKS WILL NOT BE ACCEPTED. ABSOLUTELY NO REFUNDS!
ACCEPTED FORMS OF PAYMENT INCLUDE:
CASH, CASHIER’S CHECK, MONEY ORDER, VISA, MASTER CARD AND DISCOVER.
CITY OF GARY, DEPARTMENT OF COMMUNICATIONS
Attn: Gloria Carpenter
401 Broadway, Gary, IN 46402
**Please issue a separate check for the deposit
For office use only:
Date Contract Received: _______ Date Paid: _______ Amt. Paid: $_______
Credit : ______ Cash: ______ Cashier’s Check :______ Money order _______
E-mail Sent with receipt (date): __________ Mailed receipt date):_____________
Certificate of Insurance received? ________ Copy of 501(C) 3 received? __________
Notes:
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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TERMS & CONDITIONS FOR VENDORS
 Absolutely no parking will be permitted behind or beside your booth unless previously
arranged by Gary Air Show Staff.
 Vendors that do not follow the terms and conditions will be asked to leave and will not be
permitted back forfeiting any fees and deposits paid.
 All booths must be fully operable by Saturday, July 11th by 8:00 AM (unless prior
arrangements have been made with the Gary Air Show Staff) or your space will be cancelled
with absolutely no refunds. Booths must stay up until 5 pm on Sunday, July 12, 2015. Break
down of all vendor booths must be completed by 7PM on the final day of the show, Sunday,
July 12th.
 Vendor fee does not include electricity. All vendors must be self-contained. Security of tents,
merchandise and all property are the responsibility of the vendor.
 Absolutely no refunds will be made.
 This is a two day commitment. All booths must remain fully open each day during scheduled
hours of operation for the Gary Air Show: Saturday, July 11, 2015 and Sunday, July 12, 2015
from 9 AM until 5 PM.
 Signage must be approved by Gary Air Show Staff. Please submit a picture with contract to
Mrs. Carpenter prior to the event.
 Payment in full, Certificate of Insurance and copy of 501(C) 3 (if applicable) must accompany
your application. The booth spaces are filled on a first-come, first-serve basis.
 Only money orders, cashier’s checks, cash or credit (Visa, MC, Discover) will be accepted.
 Displays must be free standing.
 Tents, canopies and membrane structures must adhere to fire-rated guidelines. Barrels, blocks
or sand bags are recommended and are the responsibility of the vendor. Ground tarps and
approved fire extinguishers are required for vendors using open flames. The Gary Fire
Department will be conducting on-site inspections.
 Any items to be distributed must be approved by the Gary Air Show Committee.
 Flyers distributed MUST be in a bag.
 No changes in location are permitted once assigned.
 You will be charged for the trailer tongue length, but we must have exact measurements so
that your unit can fit into the space available.
 All vehicles not in designated parking areas will be towed at owner’s expense.
 Set-up passes are limited to one set-up pass per vendor. Please make arrangements with
workers to allow for delivery of supplies using the set-up pass. SET-UP PASSES ARE NOT
PARKING PASSES. They are for set-up before the show & tear down after the show ONLY.
 Any vehicles that are not a permanent part of your display will not be permitted on Marquette
Drive during the event.
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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 Absolutely no vehicles will be allowed on Marquette Drive after 8AM on Saturday, July 11th
and Sunday, July 12th, 2015.
 If, in the judgment of the Gary Air Show officials, the manner of the operation of the display
does not meet the requirement of this agreement, or if the vendor is in default of any other
terms of this agreement, the City of Gary may terminate this agreement in part or in its
entirety.

Vendor may not assign any right, privilege or license conferred by this agreement without
first obtaining the written consent of the City of Gary.

No amplifying devices (radios, microphones, etc.) should be used without permission of Gary
Air Show Committee.
 Goods are the responsibility of the vendor; booths should not be left unattended. The City of
Gary is not responsible for vendor goods.
 Vendors are strongly encouraged to recycle. All recyclables must be placed in City of Gary
Recycle Bins that will be provided.
 “Gary Air Show” is the sole property of the City of Gary. Use of the Gary Air Show name, logo
or images is strictly prohibited.
Vendor’s Indemnification of City of Gary. For good and valuable consideration, including the Vendor’s
being permitted to provide services in connection with the Airshow Vendor, for itself, and its successors,
heirs, assigns, executors, administrators, legal representatives, employees, agents and affiliates (and in
the case of a corporation, also its officers, directors, and shareholders) (collectively referred to as
“Vendor”), forever releases and discharges City of Gary, the Gary Air Show Fest 2015 Committee and
each of its officers, directors, employees, agents and affiliates, from all claims, demands, losses, costs,
expenses, suits, damages, obligations, liabilities, causes of action and judgments whatsoever, in law or in
equity, which against any or all of the foregoing the Vendor ever had, now has or which it hereinafter
can, shall or may have for, upon or by reason of any matter, cause or thing whatsoever arising out of
Vendor’s involvement in the Airshow. Vendor hereby agrees to defend, indemnify and hold City of Gary
harmless from and against any claim, demand, suit, loss, cause of action, damages, liability, obligation,
cost, expense, and judgment (including without limitation, death and damage to property) caused by
Vendor’s acts or omissions and arising out of Vendor’s 5 involvement with the Airshow. Vendor’s liability
hereunder shall include, but shall not be limited to, the reimbursement of any and all reasonable
attorney’s fees, expenses and costs incurred by City of Gary, the Gary Air Show 2015 Committee, and
each of its officers, directors, employees, agents and affiliates, in defending against any such claims or
causes of action.
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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Vendor’s Obligation to Provide Insurance. Vendor agrees to provide, at Vendor’s expense, Liability
Insurance providing coverage in an amount not less than $ 1,000,000 with an insurance carrier which
the City of Gary deems reasonably satisfactory. Said insurance shall be in the name of the Vendor and
shall insure against any loss, damage or claim for injury resulting from the operations conducted,
including without limitation liability for bodily injury including death, and property damage. Vendor shall
provide City of Gary with a Certificate of Insurance evidencing the required insurance and shall cause
the City of Gary, the 2015 Gary Air Show Committee and each of its officers, directors, employees,
agents and affiliates to be named as an additional insured on the policy. The original of said policy shall
be submitted to City of Gary, Mayor’s Office of Communications and Special Events, no later than ten
(10) days prior to the Gary Air Show. In the event that any court finds any provision of this document
unenforceable, Vendor expressly agrees that all remaining provisions of this document will not be
rendered void and will remain in full force and effect.
PACKET PICK-UP
Friday, July 10, 2015: 9AM – 4PM
Marquette Park Concession Stand
Gary Air Show will provide to each vendor
SET UP DATES AND TIMES
Set-Up Pass
Friday, July 11, 2015: 9 AM – 4 PM
(To get a vehicle on the grounds for set up & take down
1
only)
Saturday, July 12, 2015: 6 AM – 8:00 AM
Vendor Passes
2
TAKEDOWN DATES AND TIMES
(To gain entry to the Gary Air Show each day)
Sunday, July 12, 2015: 5 PM – 7 PM
Vendor Parking Passes (Max. 2)
These are for use in the designated Vendors Parking Lot
which will be open until 8.30 am each day of the show.
Contact Information
Any arrivals coming after 8.30am will have to enter
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City of Gary, Department of
through the main entrance and pay day of show admission
Communications
rate. If more than 2 are needed then you can buy general
admission tickets in advance for $20 – Use Main Parking
401 Broadway, Gary, IN 46402
Entrance
219-881-1314 phone
Email: [email protected]
CITY OF GARY, DEPT. OF COMMUNICATIONS
By: ________________________________________________________________________________
Title: _______________________________________________________________________________
Date: _______________________________________________________________________________
VENDOR NAME: _______________________________________________________________________
By: _________________________________________________________________________________
Title: ________________________________________________________________________________
Date: _______________________________________________________________________________
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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PROCESS FOR OBTAINING THE TEMPORARY FOOD PERMIT
The application for a Temporary Food Permit should be completed and returned to the Gary Health
Department for review. The cost of the permit is $50.00, which is included in the Special Events fees.
All workers are required to obtain a City of Gary Health Card. These cards are provided through the
Gary Health Department’s Nursing Division for a cost of $15.00 per person (not included in the Special
Event fees). Testing for Health Cards must be completed by July 8, 2015. Testing for health cards is done
on Monday, Tuesday, Wednesday and Friday. You may call (219) 882-5565, option 1, to make an
appointment. If you have taken a TB test within 30 days prior to July 11, 2015, you need only bring in a
copy of the results to obtain you health card for $15.00.
We are providing a Temporary Food Establishment Checklist. This is an overview of items that are
required during inspection.
If there are any questions regarding that application or requirements, contact our office at
(219) 881-5213 or (219) 239-2311
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
Gary Health Department Temporary Food Establishment Application
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________
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Steps to Ensure your Vendor Packet is Complete
1. Download the full packet and review the entire document.
2. Fill out the application and be sure to initial at the bottom of each page where
indicated.
3. For food vendors, fill out the Health Department Form and take it to the Gary Health
Department:
1145 West 5th Avenue
Gary, Indiana 46402
Phone 219.882.5565
Fax 219.882.8213
4. Food vendors should wait 72 hours to ensure that your TB is approved. Return to the
Gary Health Department to pick up your approved form.
5. Then take the approved form to Gary City Hall, Zoning Department, 401 Broadway, 3rd
floor along with your completed Special Events Vendor License Form.
6. Zoning rep will review both forms and will grant approval for the Special Events License
if everything is in order.
7. Take vendor application and both signed forms to the Front Desk at City Hall, 1st floor to
Gloria Carpenter. A final review will be done and copies made of the full application and
signed documents.
8. Proceed to the Finance Department, 1st floor with all approved documents and pay full
vendor fee.
*Non-food vendors should skip steps 3 and 4
I have reviewed and agree to above terms and conditions.
Initial:___________
Date:______________