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Savannah State University and
The Department of Cultural Affairs of the City of Savannah
present the
st
21 Annual Black Heritage Festival
Savannah, Georgia
February 20, 2010
LETTER OF AGREEMENT
For All Vendors
This agreement allows the individual or group to perform, operate a vendor booth or provide demonstrations on February 20, 2010, at the
Savannah Civic Center, Savannah, Georgia. It also serves as a contract between the Savannah State University Black Heritage Festival
Committee, herein after referred to as the festival administrator, and the below named. The term vendor will herein be used to refer to
demonstrators as well as any individual selling products. Completion of this agreement, full payment of registration fee and the submission
of supporting documents by the deadline of February 1, 2010 solely constitute a completed registration to be honored by the festival
administrator.
Vendor Name _________________________________________________ SSN or FEIC # ________________________
Name of Business______________________________________________ Contact Person________________________________
Product Description (for radio promotion) __________________________________________________________________________
Vendor’s License #__________________________________________ Exp. Date __________________________________
(Not Applicable for Neighborhood Associations/Churches)
Address_______________________________________________ City/State/Zip________________________________________
Phone#_________________________ Fax#_________________________ Alternate Phone #___________________________
E-mail Address _______________________________________________________________________________________________
Optional: Would you be willing to provide a door prize or coupons that would be used as prizes for the children attending the Festival and
those participating in the Computer African History Treasure Hunt (circle one)? Yes No
Food Vendors only: Please circle category: Soul Food/Traditional Caribbean Gullah Cajun African BBQ Seafood Other________
Indicate if you will bring any of the following: Outside Grill Yes No Dimensions (Size) _____ft. x _____ft.
Outside Cooking/Serving Unit Yes No Dimensions (Size) _____ft. x _____ft.
Method of payment: (circle) cashier’s check money order American Express Discover Card MasterCard VISA Fax #
Make payable to Savannah State University (1) Registration Fee (Food vendors) $ 200.00
(2) Registration Fee (Non-Food vendors) $ 100.00
(3) ____ Extra Table(s) @ $20.00 each $ _______
(4) TOTAL Amount Paid $ _______
Credit Card# ____________________________________________________
Security Code (three digits located on the back of the card) _______________ Exp. Date (mm/yy) ____________________
Authorizing Signature ________________________________________________ Date ________________________
Please list any special needs: ____________________________________________________________________________
____________________________________________________________________________________________________
Signature_______________________________________________ _____________________
Vendor/Artist/Performer/Demonstrator Date
Mail completed application to Black Heritage Festival-Vending, Post Office Box 40284 SSU, Savannah, GA 31404.
Black Heritage Festival Automated Information line: 912.691-6847 Vending Information 912.351.6320
Festival Website: www.savannahblackheritagefestival.com
Email: heritage@savannahstate.edu
Vendor Information Black Heritage Festival 2010
Food Concessions
Location and Date with Special Notice for Food Vendors
Food Vending will be held in the Savannah Civic Center Arena from 1-9:00 p.m. on Saturday, February 20, 2010. Any booth (vendor) that
has gross food sales of 25% or more will be considered a food booth. Vendors of food booths must complete a Food Concessions
Worksheet (attached) and pay the 10% charge on the food sale items (food only, not other wares) unless they have pre-approved
written consent from the Civic_Center designee before the Grand Festival Day. Food Vendor/ Demonstrator registration fee will be
$200.00. Registration fees cover set-up of one space which includes one (1) 6' X 6' skirted table, one (1) undressed work table, two (2)
chairs, name badge, booth sign, and security. The following items MAY NOT be sold by Food Vendors: beverages to include
domestic sodas, alcohol, tea, water, coffee, hot chocolate, and commercially packaged items. Water companies who will be
vending at the festival may only supply samples of water in small, 4 oz. cups. Bottled water MAY NOT be distributed for
samples. Vendors may sell lemonade (homemade or canned). The Civic Center Concession Manager will be present at the beverage
booth on the day of the festival. Please go to the booth with your Food Concessions Worksheet. The Concession Manager will check your
worksheet, sign it, have you sign it, and give you a receipt for payment received. All festival food concession booths must pay 10% of
gross revenue upon closing to the Civic Center Concession Manager by 8:00 p.m., or 30 minutes before closing their booth on
February 20th, whichever comes first. Any booth leaving the building without payment upon closing will be billed a flat catering
fee of $250.00. Questions regarding these polices should be directed to Bernard Roberson, Food and Beverage Manager of the Savannah
Civic Center at 912.651.6561.
Please send your registration fee to Black Heritage Festival-FOOD Vending, Post Office Box 40284 SSU, Savannah, GA 31404.
Equipment
COMMERCIAL GRADE APPLIANCES CANNOT BE USED. PROPANE TANKS ARE NOT ALLOWED EXCEPT THE SMALL NON-
REFILLABLE CONTAINERS. ONLY SMALL APPLIANCES ARE ALLOWABLE. FIRE CODE REGULATIONS ALSO REQUIRE THAT
EACH FOOD VENDOR HAVE EITHER A K-CLASS FIRE EXTINGUISHER FOR ANY TYPE OF GREASE APPLICATION, OR A
REGULAR FIRE EXTINGUISHER FOR ALL OTHER FOOD VENDING (Call Mr. Mr. Bill Barnett, Fire Marshall, 121 E. Oglethorpe Avenue,
Savannah, GA 31401,for final clearance on equipment and type of fire extinguisher required BEFORE the February 1st application
deadline date at 912-644-5960 or fax 912-525-1606). OUTDOOR GRILLS ARE ALLOWED AND WILL BE STATIONED OUTSIDE THE
ARENA AT THE LIBERTY STREET ENTRANCE. Spaces for grills and outdoor food vending equipment will be assigned. All vendors
should list any special requirements. Air, electricity, or water services may be contracted from the Civic Center directly at an additional
charge. Individuals must request special services before the February 1st deadline. Request electricity directly from the Savannah Civic
Center, 301 West Oglethorpe Avenue, Savannah, Georgia, 31401 c/o Ms. Lawrence Carson at 912.651.6550 or fax 912.651.6552. Please
be sure to list the event as the Black Heritage Festival and February 20, 2010 as the date you are requesting space. There will be an
additional fee for same day electricity requests. Telephone service must be requested directly from Southern Bell. The use of grills and
cooking equipment that do not require electricity must be cleared with the festival administrator, and you will be instructed as to
an assigned location to set up any outdoor cooking equipment outside the Arena on the Liberty Street entrance. If your
equipment requires electricity, you must contract for electricity with the Civic Center for an additional charge as mentioned above.
Health Regulations
All vendors warrant that they hold liability insurance (as applicable) covering the concession operation and may be asked to present it on
request. A temporary food service permit is required. ). Please call Ms. Jacquelyn W. Barrett-Repella at the Chatham County Health
Department at 912-356-2160 for information. (Local Neighborhood Associations registered with the City of Savannah and Churches that
can present official proof of non-profit status are exempted. Documentation must be presented to the Chatham County Health Department
on or before February 1, 2010). All regulations related to food preparation, food service and the attire of food servers are as dictated by
the Chatham County Health Department and must be met. See “Special Food Service Operation” information sheet attached (Items 1-23).
Churches and Neighborhood Associations do not have to obtain a food service permit. However, official proof of non-profit
status must be presented to the Chatham County Health Department before February 1, 2010 ( 420 A Mall Blvd, P.O. Box 14257,
Savannah, GA 31416. Contact Ms. Todd Jones. PH: 912-356-2160; FAX: 912-356-2969). Any violation of the vendor provisions
will result in the loss of vendor space during the festival. NO FEES WILL BE RETURNED.
For All Non-Food Vendors
Location and Date
Vending will be held in the Savannah Civic Center Arena from 1-9:00 p.m. on Saturday, February 20, 2010. Non-food Vendors will be
charged a registration fee of $100.00. Registration fees cover set-up of one space which includes one (1) 24'' X 6' covered and skirted
table, two (2) chairs, a name badge, a booth sign, and security. No application will be processed without full payment of registration fee.
Vendor space is limited. Please submit your application as soon as possible.
Payment of Fees
No refunds will be given after the registration deadline. No application will be processed without full payment of registration fee. Payment
may be made in the form of a cashier’s check, money order or may be applied to a VISA, American Express, Discover, or MasterCard
credit card. Declined credit cards will be resubmitted only once. No spaces will be held for failed transactions. Make cashier’s checks and
money orders payable to Savannah State University. Please send your registration fee to Black Heritage Festival-Vending, Post
Office Box 40284 SSU, Savannah, GA 31404. Vendors paying via credit card may fax their registration to 912.351.6358. Receipts will be
provided on site or mailed if requested. Questions regarding vending should be directed to the Vending Coordinator Dr. Dionne Hoskins or
the program assistant, Mr. Lemaro Thompson at the BHF office located In Herty Hall room 102. The BHF office phone number is
912.351.6320. The email address is heritage@savannahstate.edu.
Set Up for All Vendors
The Civic Center will be available for set up Saturday, February 20, 2010 from 9:00 am to 12:00 pm. Registrants who do not claim their
assigned location by 12:00 pm will forfeit their space and their registration fee. The space will be reassigned. Vendors are asked to break
down their booth and clean the area no later than 10:00 p.m. on Saturday, February 20, 2010. All materials, supplies and outdoor
equipment must be removed from the assigned space immediately at the conclusion of the festival and no later than one hour after.
Vendors agree to abide by all rules and regulations of the festival, the Civic Center, and the Fire Marshall. Once a vendor has been
assigned a space, he or she cannot move from the assigned location, nor can he or she give or sell the space to another vendor without
permission of the vending coordinator. Should vending space become available during the festival, the vending coordinator is solely
responsible for determining the use of the vacated space. Helium balloons are prohibited. All vended merchandise should reflect the
family nature of the festival. Adult or inflammatory material is not acceptable. Any violation of the vendor provisions will result in the
loss of vendor space during the festival. NO FEES WILL BE RETURNED. All vendors are required to keep their area free of trash,
paper, and other debris and the regulation fire extinguisher must be visible. Vendors are further responsible for keeping their booth staffed
and in place during the leased period.
VENDORS/DEMONSTRATORS AGREE TO PROVIDE ALL FOOD, MATERIALS AND EQUIPMENT NEEDED
TO OPERATE AS A VENDOR AT THE 2010 BLACK HERITAGE FESTIVAL UNLESS 1) OTHERWISE
REQUESTED AND 2) THE FESTIVAL ADMNISTRATOR HAS AGREED TO PROVIDE MATERIALS AT AN
ADDITIONAL CHARGE ABOVE AND BEYOND THE SET-UP SPACE FEE.
All vendors should list any special requirements or requests on their registration form. Air, electricity, or water services may be contracted
from the Civic Center directly at an additional charge. Individuals must request special services before the deadline. Request electricity
directly from the Savannah Civic Center, 301 West Oglethorpe Avenue, Savannah, Georgia, 31401 c/o Ms. Lawrence Carson at
912.651.6550 or fax 912.651.6552. Please be sure to list the event as the Black Heritage Festival and February 20, 2010 as the date you
are requesting space for. Telephone service must be requested directly from Southern Bell.
INDEMINITY
All vendors agree to indemnify and save harmless the Georgia Board of Regents d/b/a Savannah State University (and all its units), the
Savannah Civic Center, the City of Savannah (and all its units), other festival sponsors, and their employees and volunteers of and from all
claims for personal injuries, illnesses, property damage or theft arising in any manner in connection with any operation, performances,
rehearsals, set up, food service or demonstrations.
RIGHTS TO ASSIGN
Neither the festival administrator nor the artists, vendors, performers, or demonstrators have the right to assign or transfer this agreement
without written consent of the other party.
ENTIRE AGREEMENT
This agreement and the exchange of consideration for which it provides describes each party’s entire understanding concerning its subject
matter and may be modified only in writing signed by all parties. It will be construed in accordance with the laws of the state of Georgia
applicable to contracts made wholly to be performed in Georgia. In no way does this agreement constitute an employer-employee
relationship. All artists, vendors, performers, and demonstrators are independent contractors. All activities performed by artists, vendors,
performers, and demonstrators will conform to the laws of the state of Georgia and the City of Savannah.
This form required for Food Vendors ONLY
Festival Concession Worksheet
Black Heritage Festival 2010
Gross $__________.______
Less 10% $__________.______
Payment $__________.______
Concession Company ___________________________
Merchandise __________________________________
Authorized Signature___________________________
Date February 20, 2010
Venue Savannah Civic Center, MLK Arena
Received by ___________________________________
Mr. Bernard Roberson · Savannah Civic Center Food & Beverage Manager · (912) 651-6561
Dr. Dionne Hoskins · BHF Vending Coordinator · (912) 351.6320
This form provided for Food Vendors ONLY
REGULATIONS / REQUIREMENTS CHECK LIST FOR FOOD VENDING
BLACK HERITAGE FESTIVAL 2010
Please contact the Fire Marshall, Mr. Bill Barnett, 121 E. Oglethorpe Avenue, Savannah, GA 31401,
Ph: 912-644-5960;
Fax: 912-525-1606, for Final Clearance on your cooking/heating equipment and regulation fire
extinguisher BEFORE you submit the application for Food Vending (due February 1, 2010) to ensure
that you will be able to meet the regulations and requirements.
Check List
EQUIPMENT EQUIPMENT TYPE OF FIRE CLEARED WITH
ALLOWED NOT ALLOWED EXTINGUISHER FIRE MARSHALL
YES NO
Small Appliances Regular Fire Extinguisher
Small propane Tanks with Regular Fire Extinguisher
NON-refillable containers
Any Type Grease Application K–Class Fire Extinguisher
Equipment
Outdoor Grill Regular Fire Extinguisher
(Without Grease Application)
Outdoor Grill K–Class Fire Extinguisher
(With Grease Application)
Outdoor Cooking/Serving Unit K–Class Fire Extinguisher
(With Grease Application)
Commercial
Grade Appliances
Propane Tanks
All vendors are required to keep their area free of trash, paper, and other debris, and the regulation fire extinguisher must be
visible and accessible. Vendors are further responsible for keeping their booth staffed and in place during the leased period.
Vendors are asked to break down their booth and clean the area no later than 10:00 p.m. on Saturday, February 20, 2010.
Vendors must remit 10% of their gross earnings at the Festival to the Civic Center by 8:00 p.m. or 30 minutes before closing the
booth on February 20th, whichever comes first. All materials, supplies and outdoor equipment must be removed from the
assigned space immediately at the conclusion of the festival and no later than one hour after. Vendors agree to abide by all
rules and regulations of the festival, the Civic Center, and the Fire Marshall.
The Black Heritage Festival 2010
Shirley B. James, Chair
Dionne Hoskins, Vending Coordinator
912-351-6320 BHF office phone number, fax 912.351.6358
912-691-6847 (BHF General Message Line)
912-655-7081 (Mrs. James’ cell number)
This form required for Food Vendors ONLY
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This form required for Food Vendors ONLY
This form required for Food Vendors ONLY
This form required for Food Vendors ONLY
This form required for Food Vendors ONLY
