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									                          Best Kept Secrets Fall Extravaganza 2011
                                Hosted by Chloe’s Paw

Dear Prospective Crafter/Vendor:

Chloe’s Paw would like to invite you to participate in our first annual Best Kept Secrets Arts and Crafts
Fall Extravaganza 2011 (BKSE), November 12th, 2011, Nova Community Center, Ormond Beach,
Florida.

Chloe’s Paw is a non-profit organization that provides financial assistance to families who are unable to
afford veterinarian care for their beloved pets. A portion of the proceeds from the fundraising event will
go towards those in need. Our goal is to not only raise money for our organization, but to help local
businesses showcase their wonderful products and services to the community.

This is a juried show. No buy/sell, manufactured or imported work will be accepted. This means that all
products go through a juried selection process by a panel. Arts & Crafts means one of a kind, limited
editions and definitely unique items.

We would also like to extend an invitation to our non-profit organizations to attend this event. However,
animals are not permitted on premises. Organizations may complete an application for an Informational
Booth.

ALL CRAFTERS / VENDORS are asked to donate a minimum of a $20.00 item for a raffle. The items
to be raffled off will be collected while crafters & vendors are checking in. Please have your donated
raffle item available upon check-in. When guests pay their entrance fee, they will receive a raffle ticket to
be eligible for the prizes that are donated. Prizes will be raffled off every hour. Proceeds from the raffle
drawing will be donated to charities that are in attendance.
The exhibitor booth space is $75.00. Informational booth spaces are limited and the fee for these
booths is $50.00 and sold on a first come first serve basis, but electrical outlets are limited and the fee
will be an additional $25.00. All booths will include a table, complimentary breakfast and two entry
passes.

This event will be juried and applicants must submit 2 photos of work, plus one with your displays
showcased. Photos will be returned, if not selected. As for vendors, applications are the only requirement
needed for participation of BSKE and juried requirements are not applicable to vendors. If I am able to
view your products via website, there will be no need for photos to be sent.

The deadline for applications is September 15th, 2011 we will begin reviewing applications and
assigning spaces on September 23rd, 2011. Applications should include a check payable to Chloe’s Paw
Inc. for a non-refundable $15.00 jury fee.

If you have any questions, please feel free to contact (386)492-1184 or bestkeptsecrets2011@gmail.com.

Sincerely,

Tina M. Browne
Best Kept Secrets Exhibitor & Vendor Coordinators
Event Information

Best Kept Secrets—Central Florida Arts and Crafts Fall Extravaganza 2011 is a fundraising
event hosted by Chloe’s Paw. A portion of the proceeds will go toward assisting families who
are unable to provide veterinarian care for their companion animals. Our goal is to not only raise
money for our organization but to help our local businesses showcase their wonderful products
and services to the community.

What, When and Where?
The Best Kept Secrets Arts and Craft Fall Extravaganza will happen on Saturday, November
12th, 2011 at Nova Community Center at 440 N. Nova Rd, Ormond Beach, FL 32174

How many booths are available?
There will be room for about 30 –10x10 booth spaces at the Arts and Crafts Extravaganza event.

How do I join?
Interested applicants must complete our online application and submit your product photos.
Space is limited and we want to make sure that we have no more than two vendors selling the
same items.

Jury & Booth Fees
Applications should include a check payable to Chloe’s Paw, Inc. for a non-refundable $15.00
jury fee.

Can I join with a friend?
Sure! But, in order for us to keep things simple we do ask that all vendors are submitted on one
application.

When and how will I know if I am accepted?
If you are chosen for a booth you will be notified by September 23rd, 2011

What does it mean that Best Kept Secrets Arts and Crafts Extravaganza is juried? How do
you make your decisions?
Because we will receive more applications than we will have available space the event is juried.
We will review all applications and make decisions based on the following:

1. How your items fit in with the overall concept of Best Kept Secrets Art & Craft Extravaganza.
2. The quality, innovation and uniqueness of your wares.
3. The overall cohesiveness and consistency of your work
4. How your items are displayed in your photos
5. Our need to diversify the available wares.
If accepted, what does my booth fee cover?

Because this is a fundraising event for Chloe’s Paw all fees will contribute to our pet fund.
Vendors will have to provide table coverings, merchandising displays and chairs.
We will handle marketing of the event through flyers, website, web banners and media. Artists
will also receive their logo/link on our website.
Exhibitors should invite customers, neighbors and friends to the event.

Bounced Checks
Fee is $35.

Refunds
There will be no refunds after the event has occurred.
There will be no refunds for cancellations after October 1st, 5p.m.

Will I need any licenses or permits to participate?
You are responsible for all licenses and permits that pertain to your small business. If you have
any questions, we suggest you contact the IRS.gov for detailed information.

How do I get involved as a sponsor or media partner with Chloe’s Paw, Inc.?
If you are interested in sponsoring Best Kept Secrets Arts and Crafts Extravaganza download our
Sponsorship application.

Parking
After you unpack you will need to park in the designed areas around Nova Community Center.
No parking is allowed in areas that are not designated spots. Vehicles will be towed at the
owners expense

Food
According to the City of Ormond Beach there can be no eating in the gymnasium area. Food
areas will be outside of the gymnasium. It is important to make sure that you have table coverage
when eating or drinking.

Nonprofits
Must supply proof of on Nonprofit status by submitting your Federal Identification and a copy of
your acceptance letter.
Payments

NOTE: We cannot guarantee specific booth location requests. We will do our best to confirm a
space close to requested space, if available. Booth spaces are reserved on a first come first serve
basis. Booths can only be held once half of booth fee is paid. Please mail a completed application
along with payment to: Chloe’s Paw Inc., P.O Box 10185, Daytona Beach, FL 32120.
It is understood that this application will become a binding contract upon acceptance by Chloe’s
Paw, Inc. and is subject to the terms, conditions, rules and regulations which constitute a part of,
or are included in this application contract.

Reserved Rights
Without limiting any of the provisions of the contract or the contract conditions, it is specifically
understood and agreed by the exhibitor that the Management of Chloe’s Paw Inc. reserves the
rights enumerated below without incurring any liability to the exhibitor or releasing the exhibitor
from any of its covenants and obligations under contract:

1. To change the hours of the Extravaganza
2. To change at any time prior to the scheduled opening date of the show, the dates of the show
(provided such change shall not result in a reduction of the number of days of the show), the
floor plan, or the location of the show, and to determine the suitability of all exhibits. It is further
understood and agreed that the show management shall have each and all of the other
rights/reservations contained in this contract.

Booth and Product Display
Booths can only be occupied by the exhibitor making the reservation and contract. No booths can
be occupied in whole or in part, for any purpose whatsoever, by any other person or persons
without the approval from Chloe’s Paw Management. All efforts to advertise, demonstrate and
operate the exhibit must be conducted so as not to interfere with the rights of other exhibitors and
visitors. No exhibit will be permitted that interferes with the use of other exhibits or impedes
access to them or impedes the free use of the aisles. All business activities, including the
distribution of circulars and advertising matter may be conducted by exhibitors and their
representatives only within the booth area assigned to the exhibitor. Violators will jeopardize
their request to exhibit in future shows.

No exhibitor can display in his/her booth any products, equipment or merchandise of any kind
that was not included in booth contract description. No exhibitor may offer for sale or sell or give
away or distribute in any manner, any products, equipment or furniture, unless the exhibitor of
such products have also taken a booth space directly through show management. Any violation
of the above will result in removal from the exhibit hall. All exhibit including products,
equipment must be confined wholly within the booth space as shown on the official floor plan.
No use of any purpose whatsoever may be made of aisles or any other measurements of booths
and will not be permitted in aisles or passage ways.
Use of Audio Equipment/Video Monitors
The use of loud speakers, amplifiers and/or loud music which interferes with any other exhibitor
shall NOT BE PERMITTED. Control your video monitors and sound system to avoid annoying
your neighbors. Video monitors are to be restricted to your area only. Show management
reserves the right to require sound systems to be turned down or shut off and monitors removed.
No loud speakers music videos, or music of any kind will be allowed in a booth space. Small,
low powered sound systems and video monitors are permitted within the space provided.

Insurance and Liability
Fire and theft insurance covering the exhibitor’s property, if desired, must be taken out by the
exhibitor at his/her own expense. Neither Chloe’s Paw Inc. nor The City of Ormond Beach Nova
Community Center will be liable for damage done in your booth such as malpractice, or any loss
of exhibitor’s property through fire, theft, accident or any other cause. Exhibitors are expected to
maintain personnel in their exhibit booths at all times during the show hours.

Unforseen Occurance,
In the event that any outside cause, such as war, fire, strike or other emergency prevents the Best
Kept Secrets Extravaganza from being held, the show management may retain such part of the
exhibitor’s rental as shall be required to recompense management for expenses incurred up to the
time such contingency shall occurred.
Rates

Regular Booth Rate: $75.00
Sharing of booth space is allowed up to two businesses per booth.

Informational Booth: $50.00
(Only five of these booths will be sold) Booths sold on a first come first serve basis. No
selling of any items at this booth will be allowed.
Mail by September 30th, 2011

 $75.00 entry fee less your $15.00 jury fee paid upon application ( Example is based on regular
booth rate of $75.00)

All booths will include:
1 Table
Complimentary Breakfast
Two Entry Passes

Exhibitor set-up Saturday November 12th, 2011, 7:30-9:30 a.m. All setup must be completed by
9:30a.m.
Exhibitor tear-down from 4-5pm.

Through the traditional and social marketing initiatives Best Kept Secrets Arts & Crafts
Extravaganza will reach many qualified consumers. Don’t miss this opportunity to showcase
your handmade products and unique services.
                             Best Kept Secrets Fall Extravaganza
                      Juried Arts and Crafts Vendor/Crafters Application

Please read the terms of participation carefully. Fill in the form completely and legibly, and mail
with your payment to the address indicated.

Terms of Participation
1. The deadline for Arts & Crafts applications is September 15th, 2011. We will begin reviewing
applications and assigning spaces on September 23rd, 2011. Applications will be reviewed in the
order that they are received.
2. The Best Kept Secrets Arts & Crafts Fall Extravaganza will be held at 440 N. Nova Rd,
Ormond Beach, FL 32174.
3. Spaces are 10ft by 10ft. The cost for booth space is $75.00 & $50.00 for Informational booth
space.
4. The committee has final word on vendor/crafter space application; however we will make
every effort to honor individual requests.
5. Vendors can set up on Saturday from 7:30-9:30 a.m. All set up must be completed by 9:30
a.m. Vendors must supply their own chairs, and power cords if needed.
6. Each booth must be manned during show hours by the applicant or their designated
representative.
7. The event will not be held liable for any damages, loss or theft.
8. Breakdown is on Saturday, at 4 p.m. No one is allowed to breakdown before then unless sold
out.
9. Crafters must provide 2 photos of work plus one of your displays. Photos will not be
returned. A jury will judge submissions based upon the appearance, uniqueness, originality,
quality, market value and display of work. The decision of the jury is FINAL. If your entry is
accepted, you will receive a receipt for fees, an acceptance letter and a town map for location
and/or direction.
10. Please know, the committee reserves the right to reject any application for any reason.

11. Anyone trying to sell unacceptable products will be asked to remove those items from the
show. Vendors who refuse to do so will be asked to leave immediately.
12. Unacceptable items include but are not limited to items that you did not make your-self,
anything not considered to be art or craft such as prefabricated items, and any-thing of vulgar or
obscene nature.
13. The committee will not allow any type of abuse, including verbal abuse against any BKSE
member or volunteer. Anyone using profane language will be asked to leave. The use of any
form of alcohol or illegal substances is prohibited.
14. No raffles are allowed unless approved by the BSKE committee prior to the event.

                                       Types of Crafts:

Basketry                                   Fine Arts Oils/Acrylics
Calligraphy                                Floral Crafts Painting
Candles                                    Garden     Paper
Carvings Glass                             Crafts Photography
Ceramics Jewelry                           Pottery Clay           Crafts Quilting
Clothing                                   Mixed Media            Woodworking
Dolls                                      Needlework             Bath & Beauty
                          Juried Arts & Crafts Vendor Application

Send application, fees and inquiries to: Chloe’s Paw, Inc.
P.O. Box 10185
Daytona Beach, FL 32120

I wish to apply to the Best Kept Secrets Extravaganza Arts & Crafts Festival
November 12, 2011.

Please print or type clearly.
Name

Name of Business

Address

City State Zip

Email

Description of Arts or Crafts or Service:




Do you require electricity for your booth space (s)? Yes     No

Please indicate the number of spaces that you will need

Total amount enclosed for vendor space (s) and electricity $

I understand that this fee will be returned if my application is not accepted. If application
is accepted the fee is non-refundable. By signing this application I agree that I have read all
pages and agree to all the terms and will abide by the same.

Please make checks payable to: Chloe’s Paw Inc.
Signature
Date
Contact Number
                     VENDOR FAIR HOLD HARMLESS FORM FOR 2011
                                  Sponsored by Chloe’s Paw, Inc.
                                         November 12, 2011
HOLD HARMLESS AGREEMENT
The Vendor/Contractor shall indemnify and hold harmless Chloe’s Paw, Inc., The City of
Ormond Beach, and their Employees, Agents, Servants & Volunteers from and against any and
all losses, penalties, damages, settlements, costs, charges, professional fees (including attorney’s
fees) or other expenses or liabilities including the investigation and defense of any claims,
arising out of or resulting from the performance of the Contractor/Vendor’s work or the
completed operations provided that any such claim, damage loss or expense (a) is attributable to
bodily injury, sickness, disease, or death, or to injury to or destruction of the tangible property
including the loss of the use resulting in their form; and (b) is caused in whole or in part by any
negligent act or omission of the Contractor/Vendor, or anyone directly or indirectly employed by
them or anyone for whose acts they may be liable (including a claim by an employee of the
Contractor/Vendor) regardless of whether it is caused in part by a party indemnified hereunder.
In any and all claims against Chloe’s Paw, Inc., The City of Ormond Beach and their Employees,
Agents, Servants & Volunteers by any employees of the Contractor/Vendor, anyone direct-ly or
indirectly employed by them or anyone for whose acts they be liable, the indemnification
obligation under this Agreement shall not be limited in any way by any limitation on the amount
or type of damages, compensation, or benefits payable by or for the Contractor/Vendor under
Worker’s Compensation Acts, disability benefit acts or other employee benefit acts.
In signing this I also agree to abide by the rules of conduct of the BSKE Event.

Name of Organization Vendor/Contractor


Signature (s) of the participants (s) at booth. If all cannot sign before application is sent in
they can sign on the day of the event.

Signature Date Signed

Print name (s) of all participants at booth legibly so we can add them to our sign information.

                                              AND

Date Emailed Application Received by


Date Mailed Application Received by

								
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