Hearts of Gold Cantaloupe Festival and Fair
Booth Policies, Procedures & Requirements
Objectives
The vendor area shall be open 5:00pm to 9:00pm Friday, 10:00 am – 7:00pm Saturday and Sunday
and 10:00 am – 5:00pm Monday.
Vendor Booths
Vendor booths are 15'x15'. Booths are not included in the vendor fees. Vendors are responsible for the
assembling/dismantling of their booths.
Application Deadline – Applications will not be accepted after 5:00pm, Friday, August 15, 2008!
Vendor Fees
Application Fee $25.00 for Profit vendors & $10.00 for Non-profit vendors - the only fee due with the
application. Please do not send any other fees with the application. Vendors will be billed upon
acceptance. Listed below are all possible vendor fees that one can expect to pay upon notification of
acceptance:
Profit/non charitable organizations or individuals
Commercial Vendor $165.00 - Per 15 X 15
Food Vendor $275.00 – Per 15 X 15
Craft Vendor 10% of gross or $100.00
Non-Profit/charitable organization * $10.00 - Per 15 X 15
* Non-profit/charitable organization applicants must submit written proof that they are
legitimately working on behalf of a non-profit/charitable organization, i.e., letter from I.R.S. or
appropriate agency. 100% of all applicants' net proceeds must go directly to the
organization.
Electrical Service – See application form for applicable fees.
Department of Environmental Health
The Churchill County Department of Health requires that all food booth applicants file an “Application to
operate a temporary food facility.” This information will be reviewed prior to any permits being issued.
Booth Construction
All booths must meet the standards set by the Hearts of Gold Cantaloupe Festival and Fair, the Fire
Department and the Churchill County Department of Environmental Health. If you intend to use your
own booth you must include a picture of the booth with your application.
Hold Harmless Agreement
Vendor shall be solely responsible for any and all injuries to persons or damages to property or any
other injury, claim, damage or loss of whatever nature, arising from or related to the festival. Vendor
shall indemnify, save and hold harmless Hearts of Gold Cantaloupe Festival and Fair and its
employees, agents and volunteers from and against all liability, loss, damages, claims, costs and
expenses (including reasonable attorney’s fees) arising out of injury to person (including death) or
damage to property or any other injury, claim, damage, loss, cost or expense arising from the festival
performed by vendor including, but not limited to, any negligence, act or omission of vendor.
Liability and Security
The festival will provide minimal security for the three-day event; however, participants are responsible
for their own merchandise and equipment, its protection and insurance.
General Rules
a) To ensure variety and eliminate repetition, the festival will limit the kinds of food, drinks, and
other items that will be accepted for sale at the festival. Prices are subject to festival approval.
b) Food booth applicants must submit a proposed menu at the time the application is submitted.
Any booth with cantaloupe food &/or drink items will get priority. Menu changes made without
written authorization could result in booth closure.
c) All beverages must be served in paper or plastic containers. No glass, cans or Styrofoam.
d) Due to the amount of applications each year, the festival must limit (1) booth per vendor, unless
specifically approved by the Board of Directors.
e) You must provide your own butane, propane or other heat source.
Hearts of Gold Cantaloupe Festival and Fair and the Fire Marshall must approve all. All
silent generators must be pre-approved by the Hearts of Gold Cantaloupe Festival and Fair.
f) Water (limited supply) is available at no charge but must be listed on your application form.
g) The festival reserves the right to locate vendor booths according to the needs of the festival.
h) Pre-printed booth and menu signs required – No Handwritten Signs will be allowed.
i) Vehicles will not be permitted to stay with the booth during operating hours.
j) Please print or type all forms. Application and Policies and Procedures must be signed.
Procedures and Dates to Remember
a) Completed application, signed Booth Policies and Procedures, and applicable application
fee must be in by 5:00pm, Friday, August 15, 2008.
b) All for profit vendors must have a valid Nevada State sales permit, collect taxes and be
responsible for the reporting of the same. You may obtain a sales permit at the State Board of
Equalization office nearest you. If you are approved you must submit your valid Nevada
State Sales Permit to the Hearts of Gold Cantaloupe Festival and Fair office no later
than Monday, August 25, 2008.
d) All vendors booth are required to stay open during the entire length of the festival. Hours my
vary depending on booth type. (Please read requirements for each vendor)
c) If you have any questions, please call the Maria at (775) 217-9041 Monday through Friday
between the hours of 10:00am and 4:00pm.
I have read and understand the procedures and policies and am submitting a
complete application.
Signature of Applicant_____________________________________________________ Date_________________
Print Name of Applicant_________________________________________________________________________
Mail to: Fallon Chamber of Commerce
85 N. Taylor St
Fallon, NV 89406
(775) 423-2544
www.fallonchamberofcommerce.com
Office hours: Monday – Friday 9am - 5pm PST
Hearts of Gold Cantaloupe Festival and Fair
Vendor Selection Criteria
(A) Criteria and qualifications for returning vendors: All food and non-food vendors from the
previous Festival season will be taken under consideration by the Selection Committee
prior to approving any new applicants; however, vendors from the previous Festival
season do not have an automatic right of return. Approval of returning vendors will be at
the discretion of the Selection committee based on (1) past performance, (2) product(s)
proposed for sales, and/or (3) the criteria listed in Item “C” below, (4) application
submission date.
(B) Criteria and qualifications for available vendor space: Approval of any new applications will
be at the discretion of the Selection Committee based on: (1) product(s) proposed for sale,
and/or (2) the criteria listed in Item “C” below. New applicants for available vendor space
must provide documentation of past experience relative to participation in an activity
comparable or similar. The information given must include references, if any.
(C) Criteria for allocating returning and available vendor space: (1) Product(s) proposed for
sale is child related. (2) Applicant is a local, non-profit organization. (3) Applicant has had
a booth in the Kids Zone at the Hearts of Gold Cantaloupe Festival and Fair and past
performance was good or outstanding.
(D) Application rejection and cancellation policy: The Hearts of Gold Cantaloupe Festival
and Fair reserves the right to waive any and all irregularities and reject any and/or all
applications. Falsifications validate rejection of applications. All applications will remain on
file in the event of a cancellation. Assignment of any available space(s) through
cancellations will be left to the discretion of the Selection Committee.
Hearts of Gold Cantaloupe Festival and Fair
Food Vendor Application
Name ___________________________________________________ Phone_____________________
Address_____________________________________________________________________________
City ______________________________________ State __________ Zip________________________
Email Address________________________________________________________________________
Name of person(s) in charge_____________________________________________________________
FEES: $275 PER SPACE (15’ X 15’)
Space Requirements___________________________________________________________________
Electrical: _______ YES _______NO
Please describe electrical use:___________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Fee for electrical is $30 and is for lighting and required equipment only. This does not include fans for
cooling. The vendor will pay for any special wiring requirements. All food vendors are required to have
an approved fire extinguisher at their booth.
Water: _______YES _______NO
Please describe water use:___________________________________________________________
___________________________________________________________________________________
Mandatory hours of operation is Friday 5pm- 9 pm,
Saturday & Sunday 10 am – 9 pm, Monday 10 am- 5 pm
Alcohol vendors may stay open until close of Festival at 12 midnight nightly.
Space size is approximate. Please provide your exact space requirements as grounds will be divided based
upon vendor needs. The Festival Committee reserves the right to charge additional fees for space
requirements in excess of the standard space. You will be notified of any additional charge, if applicable.
Usage of space will be monitored. A gross violation of your assigned space may result in immediate
removal from the premises with no refund of fees.
Space assignments will be made at the sole discretion of the Festival Committee and will not be changed.
Upon acceptance of your application, a completed, signed contract and a map of the grounds set-up will
then be forwarded to you. Consideration will be given with regards to the early return of applications. The
Festival Committee reserves the sole right to accept or reject any application at their discretion.
Fees must be returned with your completed application. If your application is not accepted, all fees will be
refunded to you.
Four admission passes will be provided to each vendor. If additional passes are required, it will be
necessary for you to purchase them. If your passes are lost, it will be necessary for you to purchase new
ones – we cannot replace them.
PRODUCT OR DISPLAY LIST: Please list items you would like to sell or display, along with their price
ranges if applicable. The Cantaloupe Festival Committee retains the right to determine which items are
deemed offensive and will not be allowed.
All vendors must provide a picture of booth set-up and products. Pictures must be returned with
your application, but will be returned to you upon your request.
Product Description:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
________________________________________________________________________________
Central locations for electrical and water will be established by the Festival organizers. It will be the sole
responsibility of the exhibitor to provide water and/or power to their location, including providing your own
electrical cords, water hoses if required, and paying for special plugs and hookups that you may require. It
is further understood that if space is provided and the licensee fails, neglects, or refuses to open and/or
conduct business in said licensed space and/or stand as agreed, Festival shall retain all monies paid herein
as liquidated damages.
It is further agreed if it should be necessary to cancel this contract, notification must be made 30 days prior
to event to be considered for a full refund of fees. Any cancellation made after this time will be subject to
the review of the Festival Committee. All cancellation requests must be submitted in writing, explaining the
reason for cancellation. All requests will be submitted for approval at the next regularly scheduled
Cantaloupe Festival Committee meeting.
No product may be substituted, deleted, or added unless in written agreement from Festival Management.
Festival personnel will audit booths for compliance with space applications.
Set-up of vendor sites may begin no sooner than Thursday, August 28, 2008, at 10 AM. and must be
complete by 3 PM., Friday, August 29, 2008 Removal of such sites must be completed no later than
Tuesday, September 2, 2008, 12 Noon. Vendors will be responsible for providing their own garbage
receptacle. Debris must be removed on a daily basis to dumpsters provided by the Festival. If the area of
the vendor’s booth is left dirty, the Festival management reserves the right to assess the vendor clean-up
fees.
There will be no vehicles allowed on the grounds after set-up has been completed. There will be no
unauthorized use of electrical or water, including power for living facilities, ie.- Motor homes.
The owner or operator of any type of concession or booth brought to the Festival assumes, as a condition of
its admission to the grounds, all risk of responsibility for its loss, damage, or theft. The Festival and its
officers and employees cannot and will not accept responsibility or liability for any damage or injury resulting
from theft, fire, the elements, accidents, or other conditions or causes, whether to exhibits, property, or
concessionaires, vehicles on the grounds, or articles left therein or any other property of any nature.
I have read the Hearts of Gold Cantaloupe Festival and Fair Policies, Procedures and
rd
Requirements for application to participate in 23 Hearts of Gold Cantaloupe Festival and Fair
on August 29, 30, 31 and Sept 1, 2008. I fully understand the Policies, Procedures and
Requirements, of which I have a copy, and will comply with them.
Signature of Applicant_____________________________________________________ Date_________________
Signature of Cantaloupe Festival Rep.________________________________________ Date_________________
Return application, Fees and Pictures to:
Fallon Chamber of Commerce
85 North Taylor Street
Fallon, NV 89406
Hearts of Gold Cantaloupe Festival and Fair
Food/Beverage Information Form
I. List of Foods/Beverages to be sold
Menu Item Contents / Ingredients Portion Size Price
Example: Hamburgers Buns, Meat, Lettuce, Onions, Mustard, etc. 8 oz. $1.25
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
*For more items, please use additional sheet.
II. Describe methods for food temperature control: Hot (140° or hotter) Cold (45° or colder)
Menu Item Method of Food Temperature Control
Example: Hamburgers Cold -- Refrigerator truck or ice chest; Hot -- oven.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
III. Describe food preparation method
Menu Item Method of Preparation & Equipment Used Preparation Site
Example: Hamburgers Shred lettuce, slice onions, Grill meat patties on a charcoal barbecue; add mustard, catsup
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.