Vendor Information & Policies

By signing your application for a space at this event, you acknowledge

that you have read and agree to abide by the policies set forth below.

Event Dates and Activities

Friday, May 20, 2011 – Vendor move–in 12:00 pm –7:00 pm.

Saturday, May 21, 2011 – 7:00am – 9:00 am

Saturday, May 21, 2011  – 11:30 am – 7:00pm – Festival Open

Saturday , May 21, 2011 – Vendor move-out 7:00pm – 10:00pm

The Way Out West BBQ Competition  (WOW) is open to all craft vendors. We do have a limit on multiple vendors with the same kind of  items for sale. Selection will be based on a first-come, first-served basis. We will make every attempt to not place “like” vendors next to each other.

General Contract & Vendor Policies 

1. WOW does not guarantee vendor sales.

2. Attendance is projected and WOW does not present projected attendance as actual – it is an estimate , based on last year’s attendance, planned promotions and other various factors.

3. Space request is upon space availability only - first-come, first-served. WOW reserves the right to limit vendors to sell the same/similar products and move vendors’ space(s) due to varying conditions each year. Space requests will be considered but are NOT guaranteed.

4. Booth rental is for dates specified.

5. All pertinent fire codes, laws, ordinances, and regulations pertinent to health, fire prevention, and

public safety shall be strictly obeyed and will be the responsibility of the vendor.

6. WOW prohibits the installation and operation of any exhibits not meeting the WOW Committee approval and in its sole discretion may prohibit the conduct of any activity whatsoever which it deems detrimental and not in the best interest of the Festival. Vendor agrees to stipulation that all booth workers be tastefully dressed. This is a family event.

7. Vendors are required to have any and all business licenses/permits that are needed for operation at the festival. Vendors are responsible for submitting their own resale taxes.

8. Vendors agree to maintain their own record of sales and pay 10% of gross sales to the City of Stockton. Vendors can sell only from their rented booth space. Special permission MUST BE RECEIVED for any selling of  merchandise outside your designated booth.

10. Vendors are required to dispose of ALL booth garbage properly throughout the event. Vendors are responsible for cleaning up their areas at the conclusion of the Festival.

11. Vendor agrees not to take down booth, and/or drive vehicle into festival area before the end of the festival. Vendors may start tearing down their booths no earlier than the time specified above. Vehicles will not be allowed onto the event area until all patrons have cleared the area. Vendors closing early may not be invited back to future WOW events. Vendor also agrees to park their vehicle in designated "Exhibitor/Vendor Parking Areas” only. Vehicles not parked in designated areas are subject to towing and removal from premises.

12. Vendors may not leave, place, or distribute fliers or leaflets at unattended locations.

13. No off-site (outside of rented space area) banners, A-frames, signs or signage allowed anywhere on festival grounds or festival entrances without prior approval.

14. The vendor shall comply with and instruct his/her staff, employees and agents to comply with the vendor policies and the requirements of the vendor space rental agreement. Failure to comply or instruct staff, employees, and/or agents to comply with the General Contract and Vendor Policies shall be grounds to terminate the exhibit/vendor from the event.

15. Noise amplification equipment is not allowed unless approved by WOW in advance.

16. Electricity is available on an arranged basis at an additional cost that is to be charged upfront along with the application.

17.. Cancellations: If there is a need to cancel your festival appearance, vendors need to contact WOW. Due to the nature of this event, no refunds or credits will be issued. If it is an emergency situation, WOW will make final approval of any refunds, less processing fees.

19. WOW will be held regardless of the weather: rain, shine or extreme heat.

20. All applicants will automatically be placed on mailing list for the following year.

21. All food vendors are subject to fire as well as health and safety codes. Please review special Food Vendor information in this material. Food vendors must pass both inspections. No refunds will be given for food vendors who fail to pass inspection and cannot sell their food or product.

22. Exhibitors must have displays ready on the opening  day of the festival.

23. This festival is held at Weber Point, Stockton, CA. In order to maintain the beauty of the surroundings, it is imperative that vehicles are to be driven, unloaded and parked in designated areas only. Any vendor that fails to do so may forfeit their participation in the festival this year and in the future.

24. All acceptances to exhibit are valid only through written confirmation by WOW management.

25. Sorry, we do not accept partial payments or “holds” for booth spaces.

26. There will be a $35.00 service fee if your check does not clear the bank and is returned to the festival financial institution.

27.  Vendors must list all products being sold. This list must not deviate from actual on-site sales.

Check-in at the Festival

Weber Point Events Center is located at:  221 North Center Street, Stockton, CA Upon arrival at the festival, enter the premises using the designated gate. Park and you will be greeted by the vendor coordinator.

Space Assignments & Location 

Space assignments and locations are given to you upon arrival at festival headquarters. We do not provide that information until the day of setup – THERE ARE NO EXCECTIONS.

Parking & Admission Passes

Parking and admission passes will be sent to you in the mail. For each space rented, you will receive two vendor passes which will give you admittance to the festival and will allow you to park in the vendor parking area. Should you require additional passes for your booth staff, you must make a formal request, listing the reasons for the increased passes. WOW  will make the final determination if additional passes will be granted. Please note, you may drive your vehicle into the park to drop off material on set-up day(s) ONLY. On show days you must park in the designated vendor parking. All vehicles parked inside the park (NOT in vendor parking) are subject to being towed at owner’s expense.

Vehicles & Overnight Stay

Vendors will be allowed to bring their vehicles close to each booth for the purpose of unloading only on set-up day(s).  vehicles we be allowed to unload/load but must be moved to the vendor parking area thereafter. It is imperative that vehicles are driven in designated areas ONLY.  No overnight sleeping on festival site unless approved by WOW in advance.

Security

Although security is provided and there will be a law enforcement presence throughout the festival, it is the responsibility of each vendor to secure all product, equipment and vehicles throughout their presence at the event.  WOW is NOT responsible for lost, stolen or damaged product, merchandise, equipment or vehicles.

Additional Information for Crafts/Merchandise Vendors

1. All crafts/merchandise vendor booths are subject to the Fire Marshall rules.

2. No illegal merchandise, pets or products that may be construed or used as a weapon can be displayed or sold at the event.

3. Vendor is responsible for special permits.

Liability

WOW and it’s affiliates, Taste of San Joaquin and the Downtown Stockton Alliance assume no risk. By the acceptance of this agreement, the vendor expressly releases parties mentioned above of and from any and all liability for any damage, injury, or loss to any person or goods which may arise from the rental and occupation of said space by the vendor, and agrees to hold and save all parties mentioned herein harmless of any loss or damage.

It shall be the responsibility of the vendor to obtain at his/her expense, liability, fire and theft insurance to protect their business, employees, customers, merchandise, equipment and appliances.

Parties mentioned herein nor its members, volunteers and/or sponsors shall not be held liable for injury, death or other casualty occurring to the vendor, his employees, guests, family, visitors, agents, or otherpersons associated with the vendor.

Parties mentioned herein will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons of the facility in which the show is to be produced, being before or during the show, destroyed by fire or other calamity, or by an act of God, public enemy, strikes, statutes, rdinances, or any legal authority, or any other cause beyond the parties mentioned herein control. Vendor releases all parties mentioned herein from any and all claims, liability for loss, injury, death, theft, fire loss, smoke damage, water damage or other loss or destruction of damage to the vendors’ property and agrees to indemnify and hold all parties listed herein, to include volunteers and/or sponsors harmless from such claims, including any and all costs and expenses including reasonable attorneys fees required in defense of the same.

Terms and Conditions

This general contract and vendor policies constitutes the entire contract between the parties, and replace any previous communications or agreements whether written or oral. No waivers, modifications or amendments shall be valid unless written upon, or attached hereto and shall be approved in writing by WOW. The laws of the State of California shall govern the construction, validity, and performance of this agreement.