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Fair Hours of Operations
Event Organizer
Saturday, April 25, 2015
8:00 AM – 6:00 PM
King William Association (KWA)
1032 S. Alamo San Antonio, TX 78210
Kids Kingdom in the King William Fair (KWF)
Event Host
Mission Trail Rotary Club
Hours for Set-Up:
6 AM – 8 AM
Hours of Operation:
8 AM – 6 PM
Hours for Breakdown: 6:30 PM – 8:00 PM
1. Vendors: Notices for Kids Kingdom 2015
2. Booth Fee: The cost of each booth or activity has been set by the KWA at $250
3. The number of booths / activities permitted in the Kids Kingdom has been
decreased
4. by the KWA to promote a more park-like setting and to reduce congestion within
the area
5. A vendor requesting a booth frame, table, or chairs will pay an additional fee for
each item
6. Each paid activity, or booth, will be issued two (2) entrance wristbands
7. Additional wristbands are $7
8. Selection criteria includes variety of activities and prices
9. KWA Food / Beverage / Activity Tickets will be valued at $1 for 2015
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Kids Kingdom
2015 King William Fair (KWF)
April 25, 2015
I. Kids Kingdom Application / Registration
A. Send completed application to: King William Fair / Kids Kingdom
1032 S. Alamo, San Antonio, TX 78210
B. Entry Fee is $250.00 per each ride, game, or attraction
C. This event will be controlled by tickets (NO CASH)
D. A surcharge not to exceed 20% will be applied to your Gross Ticket Sales
E. Your vendor’s check will be processed for pick up or mailed within two weeks
F. If you prefer to have your check mailed, please indicate on the application
G. Fees by check or money order are payable to: King William Fair
H. Applications must be received no later than Saturday, April 11, 2015
I. Application Check List Your application will not be processed without these items:
i. One application form for each ride / activity / booth including
● Request for booth Frames, Tables, Chairs
● Request for additional entrance wristbands (two provided w/each paid activity)
ii. Copy of insurance coverage (See required amounts)
iii. Copy of TX amusement Ride Compliance Sticker / Letter TDI Form AR-101
iv. Signed Waiver
v. Non-refundable check or money order payable to King William Fair
vi. Color photos of your activity/equipment (photos will not be returned)
J. As required by state law, a Texas Amusement Ride Compliance Sticker must be
displayed on motorized amusements. A state inspector will check all amusements and
rides for compliance.
K. Copy of TDI Form AR-101 (Texas Amusement Ride Compliance Sticker) MUST be
current and properly displayed upon setup. NO STICKER, NO PARTICIPATION IN
KWF
II. Fixed Spaces
A. Spaces are 12’ long by 12’ deep. Your exhibit area should fit within that space.
B. Please do not intrude on other vendors’ space, or park paths and roadways.
C. 8’ X 8’ booths, tables and chairs can be rented if requested on your application.
D. Be sure to mark your application for requested item(s) and include the Total Equipment
Fee and your Booth Fee on the application.
E. Mission Trail Rotary will provide a park map showing the space assignments for each
ride, activity and exhibitor.
F. Exhibitors / Vendors are responsible for any rented items from the KWF and must return
the items to designated locations in their original condition.
G. Every effort will be made to meet vendor’s requests for multiple booths / activities; submit
such applications together.
H. The Kids Kingdom has both a limited footprint and a mandate for variety.
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III. Sales Tax – Each vendor is responsible for reporting and paying Texas State Sales Tax
IV. Proof of Insurance - Vendors must purchase liability insurance from the Fiesta
Commission through the King William Association. All Vendors MUST provide proof of
in-force liability insurance with their application.
V. Refund Policy
1. Once assigned a space, you are considered a participant in the Fair
2. If you wish to withdraw your application, you must do so within the first work-week
following your
receipt of acceptance. After that time, fees can no longer be refunded.
3. No Rain Dates; No refunds due to weather. The King William Fair is held outdoors
rain or shine.
No credits or refunds will be issued if the KWF is affected by forces of nature. The
Fair Chair will not cancel the KWF unless informed by state, city or local officials that
it will be in the best interest of general safety.
VI. Ticket Procedure
1.
2.
3.
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6.
Each vendor booth / activity must display a highly visible sign for # tickets required
KWF will sell and weigh (or count) tickets for each vendor.
Every booth / activity will be provided a plastic “ticket” bucket before the KWF opens
Vendors are responsible for collecting and protecting their tickets
Wet or mutilated tickets must be hand counted and payment may be delayed
The Kids Kingdom Chairman will seal and label the buckets at the close of the KWF
if requested.
7. Vendors are responsible for returning ticket buckets to the King William Association
Office: 1032 S. Alamo Street.
8. Vendors who wish to count their tickets must do so before returning their buckets;
9. Vendors are NOT required to count or bundle tickets
VII. Contact Person: Richard Contreras (210) 271-7000 [email protected]
The Kids Kingdom is managed by Mission Trail Rotary with the permission of the King
William Association.
King William Fair Office Phone: (210)271-3247
Please allow a few weeks to process your application.
Unless your check is returned with a declining letter, you have been accepted.
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Kids Kingdom
Policies and Procedures
Hours of Operation for the Kids Kingdom Saturday, April 25, 2015
Ticket Booths Open
Parade Kicks Off
Fair Hours
Fair Set-Up
Fair Breakdown
8:00 AM
9:00 AM
9:00 AM - 6:00 PM you may operate as soon as tickets
are sold to public
6:00 AM - 8:00 AM vehicles towed at 8:30 AM at owners
expense
6:00 PM - 8:00 PM vehicles may enter at 6:30 PM
Please note: All Kids Kingdom activities are by TICKETS ONLY. Absolutely NO CASH
SALES before, during, or after
Fair hours. Tickets should be accepted only from those wearing a Fair wristband.
Parking
● No vehicles are allowed into the Fair Zone after 8:00 AM on Fair Day.
● Cars parked within the Fair zone after 8:30 AM on Fair Day will be towed at the owner’s
expense.
● Limited vendor parking is available in the HEB lot on Main and at Brackenridge High
School located on Eagleland with an official parking pass. Brackenridge is located seven
blocks from the Fair Zone and is an easy 10 – 15 minute walk.
● Entry to all lots is with your Entry & Parking Pass ONLY.
● Please observe any parking restriction signs that are posted. Illegally parked cars will be
towed!
Recycling / Trash
The Fair has a strong recycling policy and you are required to take packing material
(cardboard, plastic, etc.) to a recycling station on the grounds no later than 7:00 PM
on Fair day. Remove all trash and litter from your booth space and place them in a
dumpster located within the Fair Zone.
Do not use trash barrels set out for Fair Guests.
Sales Tax
● Vendor assumes complete and sole liability for all Federal, State and local taxes
applicable to the property, income and transactions of the Vendor, and where required by
applicable laws and regulations.
● More information or a tax permit can be found at the State Comptroller’s web site
(www.window.state.tx.us) or by calling 1-800-252-5555.
● KWF also understands that many non-profit organizations will be exempt from paying
sales tax on items sold during the event, if they use their “tax free day.”
● Taxes are not collected or withheld from Gross Ticket Sales. You are responsible for
taxes.
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Safety
Vendors who witness an accident or crime in the Kids Kingdom should note the time,
the circumstances, and the name of anyone else who witnessed the incident. Report
any incident immediately to the Kids Kingdom Rotary booth. Rotary staff will call Fair
Security and help complete a written incident report.
To Reach Security through the King William Office call:
210) 227-4217
Set – Up and Breakdown
● Bexar County Sheriffs will restrict traffic in and out of the Fair Zone beginning
Friday.
● Only vehicles with the “official” Entry & Parking Pass displayed on the dashboard
will be permitted through the barricades and into the Fair Zone for set-up and
breakdown.
● Vendors may set up a booth, equipment, or trailer on Friday between 4-9 PM and
on Saturday between 6-8 AM.
● To ease congestion, streets in the Fair Zone will be one-way with limited points of
entry and exit (see map on your Entry & Parking Pass).
● Entrances to the Kids Kingdom area for set-up and take-down are: (1) Pancoast St.
at Cesar Chavez Blvd. and (2) King William Street at S. St. Mary’s Street.
● No security is provided for property, equipment, or merchandise you may set up
early and leave unattended.
● Display booth and items left in place before, during, or after the Fair are the full
responsibility of the vendor.
● Vendor vehicles can re-enter the Fair Zone at 6:30 PM for take-down.
Request a Entry & Parking Pass be mailed to
you or make arrangements to pick up a pass
a few weeks before the Fair.
Contact: Richard Contreras (210.271.7000),
[email protected]
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King William Fair Waiver
Kids Kingdom
In consideration for being permitted to participate in the 2015 King William Fair, I hereby waive,
release, and discharge any and all claims for damages for personal injury, death, or property
damage which I may have, or which may hereafter accrue to me, as a result of participation in
the Kids Kingdom of the King William Fair.
This release is intended to discharge in advance the King William Association, Mission Trail
Rotary, and the Fiesta Commission (their officers, employees, and agents) from any and all
liability arising out of or connected in any way with my participation in the King William Fair,
even though that liability may arise out of negligence or carelessness on the part of the persons
or entities mentioned above.
I understand that participating in the Kids Kingdom is a potentially hazardous activity which
involves an element of risk and danger of accidents. Knowing those risks I hereby assume
those risks.
It is further agreed that this waiver, release and assumption of risk is to be binding on my heirs
and assigns. I agree to indemnify and to hold the above persons or entities free and harmless
from any loss, liability, damage, cost, or expense which they may incur as the result of my death
or any injury or property damage that I may sustain while participating in said activity.
I understand that the application and equipment fees are non-refundable even if the King
William Fair is canceled.
I also understand this is an outdoor event and the King William Fair will not accept any
responsibility for goods or equipment damaged due to inclement weather.
I grant the King William Association and Mission Trail Rotary full permission to use any
photographs that may contain my likeness, my employees’ likenesses or my booth space or
activity.
____________________________________________________________ _______________
Authorized Signature of Vendor
Date
____________________________________________________________
Printed Name
____________________________________________________________
Corporate / Company Name (Printed)
APPLICATION 1 OF 2
Kids Kingdom
2015 King William Fair (KWF)
April 25, 2015
Name ___________________________________________________________________________________________
Business Name ___________________________________________________________________________
Address _________________________________ City _____________________ ST ______ ZIP _________
Email __________________________________________________________ Phone (_____)_____________
Returning Vendor? Y / N
Equipment Fees
Item
(2) Chairs
(1) Table
8’ x 8’ Booth
Extra Wristbands
Price
$ 5.00
$10.00
$75.00
$ 7.00
GRAND
Qty
Total
Check Pick Up (indicate with an “X”)
_____ King William Office
_____ 210 Adams Street 78210
_____ Mail my check to the Bus. Address above
TOTAL
Ride / Activity / Game Title______________________________________________________________
Briefly describe activity or display: Please indicate footprint of needed space. Include height and size of
canopy, trailer, or equipment. List electrical or water requirements.
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
As required by state law, a Texas Amusement Ride Compliance Sticker must be displayed on motorized
amusements. A state inspector will check all amusements and rides for compliance.
Application(s) Rcvd: ___________________ 2015
Vendor Pay Out
Fees Paid: $250 + $________(Equip) + $_______
Net Pay
[ ] Accepted
Check #
[ ] Rejected
[ ] Check Returned
Notification sent on_________________________
Date
Booths #s Assigned
I have enclosed Completed Application(s), Proof of Insurance, Waiver, Activity Photos, Check Payable to KWF:
1032 S. Alamo Street, San Antonio, TX 78210
APPLICATION 2 OF 2
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Fair ends at 6pm
Vehicles with pass may reenter at 6:30pm
(Entry at Pancoast, King William, & Madison only &
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Saturday, 4/25, 6 - 8am
All vehicles must leave Fair Zone by 8:30am
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KIDS KINGDOM VENDOR
ENTRY & PARKING MAP
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