Dear Potential Vendors & Exhibitors:
Welcome vendors and exhibitors to the 2009 Kick’n Up Kountry Music Festival! This year, we are getting an early start on our planning for the 2009 Festival. Attached to this letter, you will find the guidelines and application for the 2009 Festival.
Below, I have listed out a few changes we have put in place for the 2009 Festival. We are
hoping that these new rules and guidelines will help make everyone’s Festival experience more enjoyable:
1. Hours of Operation: Each day the gates will open up at 10 am and will close after 11pm.
2. Setup times are Friday, August 28th, 8am until 5pm. Your booth needs to be open by noon on Friday, August 28th.
3. Applications must be received by May 1st.
4. There is a food booth fee of $250 and a Retail Vendor fee of $150. A 20% commission of gross ticket totals will apply to Food Vendors only.
5. We are tentatively planning to put the food vendors inside the concert bowl this year. If
this happens, there will be electricity available for you to plug in. We are going to try this based on suggestions made from both vendors and spectators.
6. Large vehicles are not allowed in the park at any time before, during or after the Festival.
Please read over the Festival guidelines before filling out your application. Pleasenote: Sending in the application does not guarantee your acceptance. You will be notified by May 15 if you have been accepted.
Please sign and date your forms and return them with the appropriate payment. Keep a copy of your application and rules and return the originals to the address listed on the application.
If you have any questions or concerns, please feel free to contact us at the phone number or email address listed below.
Thank you,
Ardell Larson
President,Kick’n Up Kountry, Inc.
Email: kicknupkountry@wiktel.com
Toll Free Phone: 1-877-542-5687
249 South State Ave., Lake Bronson, MN 56734
1-877-KICKNUP www.kicknupkountry.com
2008 Guidelines for Festival Exhibitor/Vendor Participation
Please read the following information carefully, as
there have been some changes from previous years.
The Event
The 2008 Kick’n Up Kountry Music Festival is a two and a half day music festival which will take place from Friday, August 28th through Sunday, August 30th in Thief River Falls, MN at the Pennington County Fairgrounds. The Festival will feature country music by regional and nationally known entertainment.
These guidelines pertain to Kick’n Up Kountry, Inc., a Minnesota corporation and its offering of space on the Festival grounds for all days of the event. Kick’n Up Kountry, Inc. reserves the sole right to approve the
participation of any applying exhibitor or vendor. A confirmation letter will be sent out to the accepted exhibitors and vendors by May 15th if their application is received prior to May 1, 2009.
Your SpaceRegular exhibitor/vendor spaces are rented out in 10’x10’ squares. Food/beverage vendor spaces are rented per vending unit. Kick’n Up Kountry, Inc. does not provide tables, chairs or tents or any other furniture-you must furnish these items yourself.
Exhibitor/vendor spaces are available on a first-come, first-serve basis based on application acceptance. Kick’n Up Kountry, Inc. reserves the sole right to place exhibitors and vendors in any location Kick’n Up Kountry, Inc. deems appropriate. Contact Kick’n Up Kountry, Inc. if your booth has special requirements.
Your Participation
You are required to have your booth(s) open on Friday, August 28th, 2009 from 12:00 pm until 11pm, Saturday, August 29th, and Sunday, August 30th from 11am – 11pm. Deviations from this policy may be negotiated with Festival Management or his/her designee.
Insurance
It is required that you have proof of liability insurance present at your booth during the Festival. Food vendors are required to provide proof of insurance to Kick’n Up Kountry, Inc. prior to the start of the Festival. Please read your Exhibitor/Vendor Agreement carefully prior to signing it.
Permits
It is your responsibility to deal with any necessary permits and /or licenses (i.e. Minnesota Health Permit, Minnesota Sales Tax, etc.). All approved food/beverage vendors must submit a copy of their Minnesota Health Permit to Kick’n Up Kountry, Inc. no later than Friday, June 5, 2009. Kick’n Up Kountry, Inc. reserves the right to charge any exhibitor or vendor a cleaning fee should they leave their space(s) in a condition that requires additional cleaning. This fee is not included in the deposit. You may not share your booth space(s) to/with another business or organization without prior written consent from Kick’n Up Kountry, Inc. Festival Management or his/her designee. Subletting of booth spaces(s) is not allowed and will result in your expulsion from the Festival grounds for the duration of the Festival without any refund or other compensation.
Limitation to Stated Activities
You must limit your activities at the Festival to those you state on your application, which must pertain to your organization/business. You must also limit the conduct of these activities to your booth space(s). Sales or distribution of anything done by walking through the Festival grounds is not permitted without prior written consent.
Cleaning Charges/Fees
Kick’n Up Kountry, Inc. reserves the right to charge any exhibitor or vendor a cleaning fee should they leave their space(s) in a condition that requires additional cleaning. This fee is not included in the deposit.
Subletting and Sharing of Booth Spaces
Please read the following information carefully, as there have been some changes from previous years.
You may not share your booth space(s) to/with another business or organization without prior written consent from Kick’n Up Kountry, Inc. Festival Management or his/her designee. Subletting of booth spaces(s) is not allowed and will result in your expulsion from the Festival grounds for the duration of the Festival without any refund or other compensation.
Limitation to Stated Activities
You must limit your activities at the Festival to those you state on your application, which must pertain to your organization/business. You must also limit the conduct of these activities to your booth space(s). Sales or distribution of anything done by walking through the Festival grounds is not permitted without prior written consent.
2009 Guidelines for Festival Exhibitor/Vendor Participation
Produce Duplication and Exclusivity
Kick’n Up Kountry, Inc. reserves the right to determine the number of businesses or organizations that exhibit or vend similar products or services at the Festival.
Food and Beverage Sales
Potential food vendors must contact the Festival Management prior to submitting an application. Food sales will be conducted through tickets purchased at Kick’n Up Kountry, Inc.-operated “Food and Drink Ticket Booths.” If you sell food for cash, you will be expelled from the Festival grounds for the duration of the Festival without any refund or other compensation. Pop and water must be bought from our Pepsi sponsor. This information will be given to you upon application acceptance.
Vehicles
Kick’n Up Kountry, Inc. does have a parking section for vendors/exhibitors. This is the only location that your vehicles will be allowed to park. You will not be able to keep your vehicle close by your stand during the festival times. The only time your vehicle will be allowed in the area is during set up and must be removed by 12:00pm on Friday, August 28th.
Cancellations
No refunds will be issued after application acceptance.
No Assumption of Endorsement of Affiliation
Acceptance as an exhibitor or vendor by Kick’n Up Kountry, Inc. does not imply endorsement or affiliation with the organization and /or individual. The view expressed by exhibitors and vendors are not necessarily those of Kick’n Up Kountry,Inc., its community partners or its corporate sponsors. Please see the Exhibitor/Vendor Agreement for more information.
Failure to Follow Guidelines/Laws
Kick’n Up Kountry, Inc. reserves the right to remove you from the Festival grounds for failure to follow these guidelines, the instructions of Festival staff or the laws and regulations of the City of Thief River Falls, State of Minnesota or any organizations under those governmental entities. This would occur without any refund or other compensation.
Inclusion
Kick’n Up Kountry, Inc. wishes to be as inclusive as possible in all of its events. Please contact us with any issues that might prevent your group from full participating in the Festival.
For Further Information
Please contact: Kick’n Up Kountry, Inc. Festival Management
Phone: 218-754-2861
Fax: 218-754-2862
E-mail: kicknupkountry@wiktel.com
Return your completed Festival application packet to:
Kick’n Up Kountry, Inc.Attn: Festival Management
249 S. State Ave.
Lake Bronson, MN 56734
Please retain a copy of this document for your records.
The Applicant understands that they and/or their business/organization are solely responsible for calculating and reporting to the Internal Revenue Service and the Minnesota Department of Revenue all taxes arising from the sale of taxable items at the Festival.
Kick’n Up Kountry, Inc. will deduct 20% of the gross ticket total from Food Vendors before payout.
The Applicant understands that they may cancel their, and/or their businesses/organization’s Application, in writing only, at any time up until the close of business of July 5, 2009, and expect a refund, except of any Applications Fees paid, as noted on the Application. The Applicant further understands that if the attached Application is canceled by them or by their business/organization after July 5, 2009, for any reason, all fees and deposits paid will not be refunded.
The Applicant understands that the use granted them and/or their business/organization by Kick’n Up Kountry, Inc. is a license to occupy only, and is not coupled with an interest in the property and that Kick’n Up Kountry, Inc. retains the right to terminate this license to occupy at any time during the term of the Applicant’s use if, in the sole determination of Kick’n Up Kountry, Inc.,
1. the Applicant is found to have falsified any of the statements contained in their attached Application;
2. the Applicant is found to have changed or added to the use described in their attached Application;
3. the Applicant creates a nuisance to Kick’n Up Kountry, Inc., its other licensees, and/or its guest;
4. the Applicant sells food or beverage products for cash, or
5. the Applicant’s use of the premises in any other way interferes with the orderly, safe, and successful
conduct of the Festival.
By my signature below, I understand that my acceptance as an exhibitor or vendor by Kick’n Up Kountry, Inc. does not imply and endorsement by or affiliation with Kick’n Up Kountry, Inc. I further understand that I may not use Kick’n Up Kountry, Inc. Corporate name, logos, trademarks, and/or copyrighted materials unless I have received the expressed written permission of Kick’n Up Kountry, Inc.
By my signature below, I affirm that I have read, clearly understood, and agree to the terms contained in this Agreement, the attached Application, and the enclosed 2009 Guidelines for Exhibitor/Vendor Participation. I also affirm that I clearly understand the responsibilities accorded to me/my organizations as a participating exhibitor or vendor at the 2009 Kick’n Up Kountry Music Festival. I also hereby declare that all information provided in the Agreement and attached Application by me is true, correct and complete.
Signature
Printed Name
Date
Business name
2009 Credit/Debit Card Authorization Form
This form is used to authorize Kick’n Up Kountry, Inc. to charge your credit/debit card for a purchase or payment of event-related fees. Please fill this form out completely and return it with your application or order form. If your application or order form has already been submitted, please mail this to:
Kick’n Up Kountry, Inc.
249 S. State Ave.
Lake Bronson, MN 56734
Credit/Debit Card Information
Credit/Debit Card Type
MASTERCARD ___ VISA ___AMERICAN EXPRESS
Credit/Debit Card Number
Credit/Debit Card
Expiration Date
Three-Digit Security Code
Name on Card
Billing Address
Street Address
City
State
Zip Code
Business/Organization Information
Business/Organization Name
Contact Person
Contact Phone Number
Payment Information
Amount to Charge (USD)
$
Payment Issued For
____Vendor Fee ____Exhibitor Fee ____Other
I hereby authorize Kick’n Up Kountry, Inc. to charge the amount shown above to the card specified above. I agree to pay the above credit card charges in accordance with the Card Issuer Agreement. I understand that Kick’n Up Kountry, Inc. will apply a chargeback fee to my account ($50.00 US as of the time this is written), if I initiate a “chargeback” with my credit card issuer, to reverse payment without Kick’n Up Kountry, Inc. permission of any of the charges authorized on this form, and I agree to pay this fee if this occurs.
Cardholder Signature
Date
OFFICE USE ONLY
Authorization
Order #
Booth fee is due at the time of application. If you are not accepted, your check will be returned and/or your credit card will not be charged until after May 15th.
2009 Festival Exhibitor/Vendor Application
Please retain a copy of this application for your records.
Applicant Information
Organization/ Business Name
Contact Address
Mailing Address
Street Address
City
State
Zip Code
Contact Information
Daytime Phone__________________________________________________________
E-mail__________________________________________________________________
Evening Phone___________________________________________________________
Fax Number_____________________________________________________________
Have you been an exhibitor or vendor at the Festival before? ______YES ______NO
If you are a new participant or have a new trailer/booth please include a photo with your application. (Photos will not be returned.)
Booth/Trailer size (including hitch & awnings) _________________________________If you use a Tent, does it bear proof for flame resistance? YES NO
Do you use LP-gas? YES NO
If you use LP-gas, is the tank securely fastened in place to prevent unauthorized movement? YES NO
Electricity: How many total amps do you need? _________________________________
What kind of electrical receptacle and how many do you need? i.e. 1-20 amp & 1-50 amp
______________________________________________________________________________________
Do you have generator capabilities? YES NO
Have your Fire Extinguishers been properly service and certified? YES NO
Are you current with all inspections- Health, Electric, Fire? YES NO
Festival Fee Calculation
Please indicate the number of booths you are requesting next to the type of organization or business that most closely matches your group’s description and whether you intend to conduct sales at your booth(s) or not. Sampling of any kind requires a written agreement with Kick’n Up Kountry, Inc. no exceptions will be granted to this policy.
BOOTH TYPE
FEE PER BOOTH
# OF BOOTHS
TOTAL FEES
Food Booth
$250.00
Exhibitor
$150.00
Total # of booths
_____________
Total amount
$________
All food items must be approved by Kick’n Up Kountry, Inc. Festival Manageme
