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ANNUAL CALIFORNIA JAZZ & WINE FEST
MARKETPLACE VENDOR APPLICATION &
AGREEMENT
This is a juried event, and priority consideration will be given to vendors with products that complement the event
theme of music and wine, craft beer and boutique spirits. California Jazz & Wine Fest reserves the right to accept
or reject any vendor application and to limit the numbers of vendors selling similar products or services. California
Jazz & Wine Fest will notify Vendors by e-mail of acceptance as a vendor at the event. Vendor Information Packet
and assignment of booth space will also be sent via email by May 1, 2015. Only vendors with completed
applications submitted prior to April 30, 2015 will be considered.
DON’T FORGET:
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Include completed Retail Vendor Application including signed Hold Harmless Agreement
Include a brief description of business and products
Include photo of products/services to be sold
Include check/money order or credit card information
Vendor Products
We remind vendors that California Jazz & Wine Fest
is a family-oriented event presented by the Rotary
Club of Westlake Village Sunrise. Inappropriate
items (such as weapons or drug-related) will not be
allowed at this event.
Vendor Materials
Vendors must provide their own canopies, tables,
chairs, etc. Canopies may be available for an added
fee on the application form)
General Notes
Please remember to bring the appropriate amount of
change. There will be ATMs available for event guests.
California Jazz & Wine Fest takes place on a grass field that
may be uneven in areas. Each Vendor is responsible for the
condition of their space during and after this event. Each
space must be kept neat and clean at all times during the
event. Exhibitor agrees to allow its name and image to be
shown in all media, i.e., print and electronic promotion.
Event Cancellation
In the event California Jazz & Wine Fest is cancelled due to
Check-In & Set-Up
circumstances beyond our control, California Jazz & Wine
Vendors must check in on-site prior to set-up. Set-up
Fest will hold your booth fee for the following year. You will
is on Sunday morning, May 17 from 9 am – 11:30
receive the same price and booth space for the 2016 event.
am. Vendors must be completely set up by 11:30
am. The event will open at 12:00 pm.
Event Promotion
California Jazz & Wine Fest will be promoted to Ventura
Promotional Materials
County residents and portions of Los Angeles County
Unless otherwise authorized, California
through print and electronic advertising, public relations,
Jazz & Wine Fest does not permit, within the Festival
social media, flyers, and posters. California Jazz & Wine Fest
boundaries, any distribution of printed materials or
and its organizers/promoters make NO GUARANTEES
soliciting outside Vendor’s own booth.
regarding the number of Festival attendees that will visit or
make purchases at vendor booths.
Security
Security personnel will be present at the event site,
Refund Policy
but no guarantee as to the relative safety of your
Vendor may request a refund (less a $25 processing fee) up
equipment or merchandise is implied or granted.
until April 18, 2015. Absolutely no refunds or credits will be
Please do not leave valuables unattended. If you
issued after this date.
choose to leave equipment or merchandise
unattended, you do so at your own risk. Insurance to Cancellation Policy
cover these risks should be carried by the
If for any reason you need to cancel, you must notify in
participants at no cost to the Event Organizers.
writing before May 1, 2015.
Event Organizers will not be responsible for any
theft or loss of vendor property.
APPLICATION DEADLINE April 1, 2015
Hold Harmless
The Vendor hereby indemnifies and agrees to “Hold Harmless” California Jazz & Wine Fest, The Rotary Club of
Westlake Village Sunrise, the Sunrise Rotary Foundation, Conejo Recreation & Park District, its agents, employees
and representatives from any and all claims of loss or liability (including costs and attorney’s fees) resulting from
the injury or death of any person or patron, or any and all damage to property owned or in its care, custody and/or
control, or resulting from non-compliance with any law, ordinance or regulation arising out of said Vendor’s
participation in said Event. The term “Participation” shall include, but not be limited to, the delivery of equipment,
merchandise, structures and product to their designated location, the set-up and display of any such structure and
merchandise, and the dismantling and removal of all such items from the area provided by or through the Event
Organizers or their agents, employees and representatives.
Vendor Agreement
I agree to abide by the policies and guidelines as set forth in this Application/Agreement. I understand that if I, or
any representatives of my booth, do not comply with these policies and guidelines, I will be asked to leave.
All Booth spaces are 10′ x 10′. Booth displays must fit within the 10′ x 10′ allotted space. Space is limited;
application acceptance will be made by a selection committee on a first come, first served basis.
The ROTARY CLUB of WESTLAKE VILLAGE SUNRISE
4th Annual
CALIFORNIA JAZZ & WINE FESTIVAL
Sunday – May 17, 2015
12:00 PM to 5:00 PM (VIPs from 12-1)
(Set up between 8:30 AM and 11:30 AM)
THOUSAND OAKS COMMUNITY PARK
2525 N Moorpark Rd, Thousand Oaks, CA 91360
MARKETPLACE APPLICATION
Vendor Contact Name:
Business Name:
Business Address:
City:
Email:
Phone:
Website:
State, Zip:
Please Select the Appropriate Vendor Category
RETAIL VENDORS Spaces
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$175.00 ___ 10’x10’ canopy, 6 foot table (bring own chairs)
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$100.00 ___ 10’x10’ space ( bring own tent/table/chairs)
___ I will be bring a “silent” generator
Check # _________ Make Check or Money Order Payable to:
The Rotary Club of Westlake Village Sunrise
c/o California Jazz & Wine Fest, PO Box 3846, Thousand Oaks, CA 91359
Applications received within two (2) weeks of event must be accompanied by Cashier’s Check or Money Order
Description of items to be sold. Please Note: Items not listed on application may not be sold!
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Description of Business (50 words or less) suitable for advertising or program inclusion. If you wish to have your
logo displayed on our website, a high resolution logo (.eps or jpg) must be submitted with your application.
Please include two (2) of your business cards along with your application.
State of California Resale Number for Retail/Non-Retail Vendors: ________________________ _____________
Agreement: As a participant in this show I agree to hold the Rotary Club of Westlake Village Sunrise, Rotary
Officers, and The City of Thousand Oaks and its employees, free and harmless from any and all claims or expenses
that may arise due to the participation in this Event. The decisions of the California Jazz and Wine Committee shall
govern in any dispute. I/we also agree to stay within the designated booth area during the show.
LOCATION:
Every attempt is made to make all vendors as comfortable as possible. Motor homes, large trucks or trailers are
difficult to accommodate and you are encouraged not use such vehicles. If you have no choice, be prepared to
unload a distance from the site and cart your materials to the event. Only one vehicle is allowed per Vendor.
FORCED CANCELLATION:
We cannot control the weather. Unless it is raining heavily, blowing high winds or other circumstances beyond our
control, the event goes on as planned. All vendors should be prepared for showers and light wind. Rotary staff will
assist as much as possible. If we are forced to cancel there will be no refunds. However, registration will apply
toward the rescheduled day or be carried over to next year's fair pending payment of any adjustments to the 2015
fees.
REFUNDS:
You may request a full refund of your booth fee anytime up until four (4) weeks prior to the event. This notification
must be by e-mail or in writing.
MISCELLANEOUS:
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Booths MUST fit within their assigned area and heights are limited to 8’.
Open spaces between booths may be required for passage by the Fire Department.
Vehicles are to be parked in the designated vendor parking area, as directed by the Rotary staff, no
exceptions.
Vendors will not allowed to drive into the festival event area after 9:00 am. You will need to unload
materials and park your vehicle before proceeding to setup your booth. The safety of the other vendors,
staff and attendees needs to be observed at all times.
Vendors will be asked to start disassembly on the booth immediately at 5:00 pm with completion of
loading required by 6:30 pm.
Any vendor found to be breach any of the above rules, will be required to leave the Event immediately,
forfeiting your booth space fee, and will be barred from future participation.
The Rotary Club is committed to maintaining a family friendly environment at all of its events, therefore,
possession, sale, or use of drugs, illegal substances, or weapons of any kind are inappropriate for this
Family Friendly event and are prohibited. -- California Penal Code Section 417.
The Rotary Club reserves the right to eject vendors who do not comply with event rules or use loud or
vulgar music or inappropriate language in promoting their booths.
Signature: __________________________________________________________ Date: ____/___/_____
Please Print Neatly Name: ______________________________________
QUESTIONS, please email Marilyn Lippiatt, [email protected] or [email protected].
California Jazz and Wine Fest, P.O. Box 3846, Thousand Oaks, CA 91359.
For information about the Rotary Club of Westlake Village Sunrise, visit www.westlakesunriserotary.org or call 805.380.6010