Western Colorado Outdoor & Sportsman Expo 2019 Application :: Vendor


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Information

2nd Annual Western Colorado Outdoor & Sportsman Expo 

Friday, April 12th Noon - 8 pm

Saturday, April 13th 9am - 6 pm

Eagle River Center - Eagle, Colorado Fairgrounds

WestcoExpo.com

CMNM AGREEMENT & REQUIREMEMTS:

A.     Retail & Activity Vendor Fee:  Choose One

o  12’ deep x 12’ length  $500

o  12’ deep x 12’ length = $250(non-profit only)

o  12’ deep x 24’ length = $950

o  12’ deep x 48’ length = $1,800

o  24’ deep x 24’ length = $1,800

B.     Insurance & Indemnification (see below).

C.     Vendors are responsible for collecting the appropriate taxes at the event, report and remit accordingly.

D.     The total sales tax collected is 8.9% (2.9% State of Colorado; 1.5% Eagle County).

                         i.        Failure to report and remit on time will result in penalties and/or exclusion from future Colorado Mountain News Media events.

F.    Eagle County Sales Tax is submitted to the State of Colorado

 

STATE, COUNTY AND/OR TOWN REQUIREMENTS:  All businesses that sell retail merchandise or provide taxable services are required to obtain a State of Colorado Sales Tax License; and, for the Town of Eagle special event vendors should complete and submit the Colorado Department of Revenue Vendor Special Event License Application (see below; vendor shall coordinate directly through the Town of Eagle).

A.     Vendor Special Event License Application: https://www.townofeagle.org/DocumentCenter/View/6806  - vendor shall provide CMNMwith a copy of current License upon submission of signed agreement or by not later than seven (7) days prior to the event.

B.     Colorado Sales Tax License – vendor shall provide CMNM with a copy of current State License upon submission of signed agreement or by not later than seven (7) days prior to the event.


Terms and Conditions and Disclaimer

2019 SPECIAL EVENT

VENDOR REGULATIONS

REGULATIONS:

Following are the stated regulations for all special event vendors that wish to operate at special events run by or in partnership with Colorado Mountain News Media reserves the right to deny acceptance of any and all vendors.

A.     ACTIVITY PROVIDERS ONLY- Insurance:  Each vendor must provide commercial liability insurance naming Colorado Mountain News Media, the Town of Eagle; and, Eagle Countyits officers, elected officials and employees as additional insureds in the amount of $1,000,000 for each occurrence and $2,000,000 in aggregate.

Colorado Mountain News Media                     Town of Eagle                         Eagle County

200 Lindberg Drive                                                  P.O. Box 609                          P.O. Box 850

Gypsum, CO 81637                                                  Eagle, CO 81631                     Eagle, CO 81631

 

B.     Vendor agrees to indemnify Colorado Mountain News Media, the Town of Eagle; and, Eagle Countyits officers, agents and employeesand to hold them harmless against any and all claims, actions, demands or liabilities, including attorney fees and court costs, for injury, death, damage or loss to person(s) or property arising out of or directly or indirectly resulting from vendor actions or omissions in connection with the conduct of the purchased vendor booth space at special events. 

 

C.     Timeliness/Access Passes: It is very important for vendors to arrive at their pre-determined and assigned times which will be provided by CMNM by not later than three (3) days prior to the event.  

i.       Vendors shall be provided four (4) vendor access wristbands for employees/staff working the event.

ii.      Vendors will not be permitted to leave the premises before the crowd has cleared.

iii.     Vendor load-out has proven to be chaotic and dangerous. We ask that you exercise caution when exiting event grounds, especially in the dark. We still have staff, volunteers, etc. in the venue…please be courteous and safe.

iv.    All vendors including tents, tables, cooking apparatus, trash, etc. need to be out of the venue by not later than 7:30 p.m. on event day.

D.    Booth Space: Each vendor is pre-assigned a space which will be provided by CMNM not later than three (3) days prior to the event.

                         i.        Vendors shall only use the allocated and paid for space and shall not overflow into their neighbor’s space, common walkways, behind space or in front of space.

                        ii.        Each vendor must bring their own clean and visually appealing display and promotional items.

                       iii.        Each vendor is subject to Fire Marshal inspection.

                      iv.        All vendors must “service” the public from the front of booth space only unless approved by CMNM prior to the event.

                       v.        Vendors shall only sell items which are both approved CMNM and appear on the Vendor Agreement (i.e. no extra trinkets, toys, balloons, custom jewelry, sparklers, etc.).

                      vi.        Vendors are only allowed to sell from their allotted booth space and may not roam the event premise and sell from carts, backpacks, coolers, etc.

                     vii.        Trailers that are used to store extra product will not be allowed in the vendor area.

                    viii.        The layout of the vendor area is at the discretion of the CMNM.

 

E.     Electricity: Each booth space comes with access to power through a Turtle/Spider Box.

                         i.        Vendors are required to bring their own electrical extension cord of at least 100 feet in length and means to secure it to the ground.

                        ii.        Please indicate your power needs on the space allocated above.

                       iii.        Generators will not be permitted.

 

F.     Water: Vendors will have access to the venue water supply for the use of filling water barrels, water tanks, clean up, cooking, etc. 

                         i.        Vendors must supply their own hose and may not hook up to the water supply for an extended period of time.

                        ii.        CMNM reserves the right to disconnect hoses or shut off water at its discretion.

                       iii.        Location of the water access is inside the kitchen.

                      iv.        All grey water must be carried out or disposed of in the proper and identified location/receptacle. 

 

G.     Trash, Recycling & Clean Up:Vendors must carry out any and all trash, recycling and compostable products created from providing services which do not fit in the receptacles provided. 

                         i.        All cardboard must be broken down and placed in the recycling receptacles prior to leaving the venue

                        ii.        All pallets must be carried out with the vendor.

                       iii.        All vendors are to leave the event site as they found it before departure. 

 

H.    Alcohol:It is unlawful to consume or sale alcoholic beverages on public property within the Town of Eagle without a permit. 

 

I.      Refunds & Absences

                         i.         If a vendor cannot attend an event date to which they have been confirmed due to an emergency, please contact CMNM immediately. 

                        ii.        Refunds of booth space donation will not be offered for any reasons within thirty (30) business days of the event.

                       iii.        Cancellations and request for refunds must be submitted to CMNM in writing not later than thirty (30) business days in advance of the event.

 

J.      Guarantee:

                         i.        CMNM does not guarantee that vendors will make a profit at the event.

                        ii.        CMNM will not reimburse any vendor their booth fee or related expenses if they fail to make a profit at the event.

 

FESTIVAL OPERATION HOURS*

Thursday & Friday:  Load-in times will be determined three (3) days prior to the event date

Friday: Set up by 11 am.

Friday Service 11 am - 8 pm and Saturday Service 9 am -6 pm. 

Sunday:  Must be loaded out by noon


*Subject to change

As a vendor for Colorado Mountain News Media and Outdoor & Sportsman Expo, you agree to all requirements and regulations listed above. Additionally, you agree to be held liable and are responsible for all food and health code regulations bound by Eagle County and the State of Colorado.