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Vendor Info

SUMMER SOLSTICE FLUTE FESTIVAL 2017 

…featuring the Native American flute

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For questions about this application or the festival, please email J. D. Barber at

summersolsticeflutefestival@outlook.com  or call:  (303) 870 – 9289

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VENDOR INFO:    

Click HERE for the VENDOR Application!

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Read this info!

 

This will be an alcohol-free and drug-free event. Any vendor violating this rule will be asked to leave.

The following requirements will be strictly enforced on all vendors. All booths will be monitored by the SSFF committee during the festival to ensure compliance with the rules set forth in this document. Any infractions noted will be corrected on the spot. Those who fail to comply will be asked to leave the festival grounds immediately. No fee refunds will be made to vendors who are asked to leave.

No secondhand or costume jewelry, carnival-like videos or products are allowed at this event and no sacred items may be sold. The Festival committee reserves the right to deny applications that do not align with the goals of this festival or violate the terms of the application and its rules & guidelines, as well as to remove any offensive items.

Important 2017 Dates……………Reserve your spot NOW!

  • Friday, May 19th 
  • – Deadline to apply with regular fees. Vendor booth fees increase.
  •          – And, last day to cancel with 90% refund
  • Friday, May 26th 
  • – Deadline to apply with late registration fee.
  • Friday, June 23rd 
  •          – Vendor set up: 7AM – 12PM,
  •          – Festival starts at 12 PM,
  •          – Festival hours 12:00 PM – 10:00 PM
  • Saturday, June 24th 
  • – Festival starts at 10:00 AM,
  •          – Festival hours 10:00 AM – 10:00 PM
  •          – Vendor Take Down: 9:00 PM on

Vendor Booth Space: Available booth space will be reserved on a first come, first served basis, as the receiving of reservations is not an online reservation system. However, space is limited to about 40 – 10 x10 vendor spaces.

To guarantee availability of location, submit your application NOW!

Booth space will not be reserved until booth fees are paid. The Festival committee reserves the right to move vendors in the event of issues or rearranged festival layout.

Vendors will be assigned their booth location after we receive their completed application and payment for their booth space.

The Festival committee will try to take vendors’ needs for booth location & layout into account when doing the final site layout. The vendor should also note any desire to be located near another specific vendor to allow shared support during the event.

The cost for vendor booth space is as follows:   No refunds will be made after June 2, 2017.

  •          10 x 10 booths:     $100 if application received by May 19, 2017
  •                                          $150 if application received after May 26, 2017
  •          10 x 20 booths:     $175 if application received by May 19, 2017
  •                                           $200 if application received after May 26, 2017
  •          10 x 10 Non-profit booths:     $50

 

(Booth space numbers will be assigned and a location map will be emailed prior to the Festival. Individual site locations on map do not necessarily represent the final layout. The number of vendors and the sizes of their booths in will determine final booth locations.)

Electricity is $10 per booth or $20 for a double booth.

*Payment for booth space and electricity must be included with the application, and applications that are not signed and dated or that fail to include a payment will be denied automatically.

 

Shared booths: Are allowed for 10 x 10 size only.   Vendors sharing booths must submit separate applications and indicate they are sharing a booth with another vendor and state what vendor they are sharing the booth with.

Vendors may only share a 10 x 10 booth and must be preapproved by the Festival committee. Each separate vendor at the booth must donate an item to the Festival for the silent auction.

Vendors may not sublet or transfer their space to another vendor. Only the Event staff can assign spaces.

 

Silent Auction: In order to keep the festival affordable to attend, each vendor is requested to donate a piece of merchandise (or gift certificate for service providers) to be auctioned. (This is a good way to advertise your booth, as many people will visit the auction over the course of the event.)

Donations to the auction will raise money to offset festival expenses and keep the event free to the public.   Donated items will be collected on Friday morning before setting up.

Educational Booths: Educational Booths may display, demonstrate and/or sell information or merchandise pertaining to various topics, and are not considered non-profit booths unless they supply proof of their 501(c)3 non-profit status the same as Non-profit booths.

 

Non-profit Booths:  The Festival has allotted a limited number of spaces to help non-profits or community outreach programs to do public education. Groups interested in doing outreach at the Festival must contact J.D. Barber at summersolsticeflutefestival@outlook.com to inquire about eligibility and request a non-profit/community discount.

Non-profit discounts: Non-profit vendors may utilize vendor space on a first come, first reserve basis at a 50

percent discount, and must follow the same approval process as for profit vendors, and be under the same contract rules and guidelines.

Community and Non-Profit Organizations must submit a copy of their 501(c)3 proof of non-profit status to receive the discounted booth space price, and are limited to a 10 x 10 space only. The Festival committee reserves the right to limit the number of non-profit vendors at the festival.

Non-profits must have an EIN, a tax number or 501(c)3 designations in order to apply. Copies of the documents must be provided to prior to acceptance. The Festival cannot be expected to accommodate non-profits that show up without prior application approval and fee paid. And they:

  1. Must comply with the same rules and guidelines as regular Festival vendors
  2. Are not allowed to sell merchandise without prior permission from the Festival committee. The group may solicit and accept donations.
  3. Non-Profit Organization groups are NOT allowed to hold or raffle off any items. The state of Utah considers raffles to be a form of illegal gambling.

 

Commercial Booths: Commercial vendors may display, demonstrate and/or sell various commercially produced merchandise, if applicable. The vendor committee will review all booth item photos received.

**All vendors are required to comply with the Indian Arts and Crafts Act of 1990, as amended in 2010. (The full text of this law is included at the end of this document.)

The Indian Arts and Crafts Board has instructed that the 2010 amendment places additional responsibilities on the organizers of events like the Summer Solstice Flute Festival for ensuring compliance with the Act.

Therefore we must require that each of our vendors specifically comply with the following:

  1. Any vendors representing themselves as Native American must provide proof of tribal enrollment documentation to the SSFF committee. Anyone who cannot show proof that they are an enrolled member of either a federally or state recognized tribe, must have on display in their booth a sign that says “Not Native Made”.
  2. Any vendors who resell items made by others who claim to be Native American must also have proof of the artist/maker’s tribal enrollment. If enrollment confirmation cannot be provided to the SSFF committee, the vendor must have on display in their booth a sign that says “Not Native Made”.
  3. Each vendor will be required to confirm their understanding of the Indian Arts and Crafts Act of 1990 by reading the vendor guidelines portion that refers to this Act and signing the application above. This is a personal  commitment that each vendor must make that he/she understands the requirements of the Act and will abide by them.

Original Work: All artwork exhibited must be original artwork produced by an artist. The artist does not need to be present or be the same person as the vendor.

 

Prints/Reproductions: The printmaking category is reserved for original prints: etchings, engraving, stone/plate lithographs, woodcuts, serigraphs, and original digital prints. Reproductions of works of art (paintings, watercolors, acrylics, drawings) must be labeled as such and constitute not more than 50% of the artist’s booth contents.

 

Fair-Trade Items: Vendors may display and sell handmade fair-trade items from around the world subject to approval by the Festival committee.

 

Booth Representatives: Primary vendors must be present during the entirety of the festival. The names of all the persons who will be operating the booth must be included with the registration form and each of those people will be issued a Summer Solstice Flute Festival name badge and Lanyard to wear during the Festival.

Only people with an official Festival badge will be permitted to operate booths.

Social Media & Print: Our goal is to help you be successful. All vendors are encouraged to post to their own website, social media site, or print media to promote their participation in the event.

 

Vendor Equipment: Vendors are responsible for their booth, tables, chairs, lights, packing materials, backdrops, canopy, etc., and provide their own power cords. It is recommended bring at least a 100ft cord.

**This event continues after sunset on Friday and Saturday. Vendors will be responsible for extension cords and lighting fixtures for their booth. Power will be available to each vendor booth for a small fee.

All tents, canopies or umbrellas are required to be secured to the ground from the time they are set up to the time they are taken down. The Festival will not be responsible for losses/claims due to unsecured tents, umbrellas, or canopies.

(Note: We may be able to provide tables & chairs for rent from the Homestead Resort . All other equipment can be rented locally. For more info on renting equipment or to reserve tables & chairs from the Homestead, contact J. D. Barber at: summersolsticeflutefestival@outlook.com

Lodging and Camping: 

Hotel rooms: rooms at the Homestead Resort for the Summer Solstice Flute Festival are filling up.

Reservations should be made as soon as possible. *(To get the special Festival rate for Friday & Saturday

night, tell them it is for the Summer Solstice Flute Festival!)

 

Contact:    HOMESTEAD RESORT at  800-327-7220.      www.homesteadresort.com

Special Rates good for reservations made by May 18, 2017

– Cottage Double Queens $139.00

– Standard Double Queen $119.00

– Cottage King $139.00

– Cottage King Suite $169.00

– Homestead Condo 2-bdrm $199.00

No on-site camping at the festival grounds is available. We would recommend staying at the lovely Wasatch Mountain State Park, about 1 mile from the Homestead. Or, the Wasatch Mountain – Little Deer Creek Campsite. Contact:   www.reserveamerica.com   

NOTE: Additional motel lodging & RV spaces can be found in Heber City, 10 minutes from The Homestead.

 

Booth set up & take down: Vendor is responsible for construction or set up and tearing down of their exhibits and booths and are solely responsible for their contents. Vendors will be required to sign a Waiver of Liability upon check-in at the Festival.

All canopies & umbrellas are required to be secured to ground from the time canopy is set up to the time it is taken down. The Festival is not responsible for losses/claims due to unsecured tents, umbrellas, or canopies.

Table displays, temporary displays in front of booths, and signs must not block accessibility to adjoining booths or impair another vendor’s ability to sell his/her products(s). Vendors must keep all of their personal equipment in their assigned booth space.

 

Electricity: There is a small fee for the cost of electricity. Vendors must inform the Festival staff if electricity is needed at the booth and include the $10 electricity fee (for 10 x 10) and $20 (for 10 x 20) with the application. Vendors must provide their own extension cords; the Festival does not provide these for you. Extension cords must be rated at 250 gauge. Any extension cords rated at less than 250 gauge will not be guaranteed to work with the Resort power sources.

For safety reasons, any cords that lie in areas utilized by Festival customers or cross walking paths must be adequately taped down or covered by mats provided by the vendor.

Vendors may not use generators at the Festival unless specifically ok’d by the Festival committee.

Weather: Midway (Homestead Resort) can experience various weather conditions like: gusty winds, rain, heat or other natural weather. Vendors should anchor their booths accordingly to prevent injury to themselves or others. Heavy weights (such as sand bags) on each leg of the booth are recommended. And they may want side covers for their booth.

 

Security: Vendors are solely responsible for securing the contents of their booth during off hours. While security will be patrolling the grounds overnight, the Festival is not responsible for lost or stolen merchandise.

 

Check-In: Upon arrival, vendors must check in at the information booth. At that time, packets will be distributed that include sales tax information and forms, parking pass, and a lanyard and name badge. This badge must be worn at all times on Festival grounds to identify you as a vendor. Upon arrival, parking and set-up instructions will be given. Silent Auction donation items will be collected at that time.

 

Teardown: Vendors must be present throughout the entire time of the Festival. Early teardown will be permitted only on a case-by-case basis as approved by the Festival Committee. Vendor applications should include reasons why an early teardown is necessary.

If you sell out of product you may cover your tables and come back at the end of the Festival to disassemble and remove your booth. Please leave a sign that indicates to patrons that you have run out of product.

You will be responsible for cleaning your own immediate area throughout and at the end of each day and bagging your garbage. All liquid or solid waste must be disposed of properly.

 

Sales Tax: Utah State tax instructions and forms will be included in the vendor packet at check-in. Vendors are responsible for submitting sales tax.

 

Refunds: Cancellations must be received in writing no later than June 2, 2017 in order to receive a refund. Refunds will be 90% of the vendor booth fee. No refunds will be made after June 2, 2017.

Parking, unloading & loading up: Vendor Parking – TBD depending on the number of total vendors, and instructions will be given prior to or on Friday morning of the Festival.

 

Sponsors: The Event has allotted 10’ x 10’ booth spaces to support our Sponsors. Sponsors may use their booths to display company literature, provide services, etc. If you would like to become a sponsor of the Event please contact J. D. Barber at summersolsticeflutefestival@outlook.com for more information.

Miscellaneous: The Festival is a family friendly event. Any vendor selling a product deemed to be non-family friendly will be asked to remove the product from his/her display. If the vendor refuses to remove the product, the vendor will be asked to leave the event.

Each vendor is responsible for fair business practices and setting their own prices. The Festival does not make any warranty on sold or purchased goods.

Solicitation or distribution of any marketing or advertising material is prohibited outside of a designated booth space by vendors or non-participating entities. This includes but is not limited to: flyers, handbills, stickers, and promotional items of any kind. Please notify the Festival staff if you see any violations.

Problems with other vendors should be discussed with the Festival staff.

The Festival will be open in spite of rain, wind, or snow. There is no ‘indoor’ area to move to upon unfavorable weather. No refunds are given for inclement weather.

No loud flute playing or other loud noises (including CD playing, drumming, etc.) will be allowed during scheduled concert performances. Normal flute demonstrations within a booth are allowed. Just be respectful of our performers and the other vendors around you at all times.

Booths must be neat and orderly throughout the festival. For the safety and health of patrons, NO animals are allowed inside the vendor booths. The Festival staff must authorize all service animals. Copies of the proper licenses and permits must be provided to the Festival committee for their records.

Vendors should be respectful of one another’s space and their right to sell without distraction. Vendors are not allowed to sell outside of their assigned location. Please do not leave your booth to distribute pamphlets or other information to patrons along the walkways.

 

Indian Arts and Crafts Act of 1990

“The Indian Arts and Crafts Act of 1990 (P.L.101-644) is a truth-in-advertising law that prohibits

misrepresentation in marketing of Indian arts and crafts products within the United States. It is illegal to

offer or display for sale, or sell any art or craft product in a manner that falsely suggests it is Indian

produced, an Indian product, or the product of a particular Indian or Indian Tribe or Indian arts and

crafts organization, resident within the United States. For a first time violation of the Act, an individual

can face civil or criminal penalties up to a $250,000 fine or a 5-year prison term, or both. If a business

violates the Act, it can face civil penalties or can be prosecuted and fined up to $1,000,000. Under the Act, an

Indian is defined as a member of any federally or State recognized Indian Tribe, or an individual certified as an

Indian artisan by an Indian Tribe.

 

The law covers all Indian and Indian-style traditional and contemporary arts and crafts produced after 1935. The Act broadly applies to the marketing of arts and crafts by any person in the United States.

Some traditional items frequently copied by non-Indians include Indian-style jewelry, pottery, baskets,carved stone fetishes, woven rugs, kachina dolls, and clothing.

All products must be marketed truthfully regarding the Indian heritage and tribal affiliation of theproducers, so as not to mislead the consumer. It is illegal to market an art or craft item using the name of a tribe if a member, or certified Indian artisan, of that tribe did not actually create the art or craft item.

For example, products sold using a sign claiming “Indian Jewelry” would be a violation of the Indian Arts and Crafts Act if the jewelry was produced by someone other than a member, or certified Indian artisan, of an Indian tribe. Products advertised as “Hopi Jewelry” would be in violation of the Act if they were produced by someone who is not a member, or certified Indian artisan, of the Hopi tribe.”

 

Legal Information

  1. The Festival committee reserves the right to refuse participation to any vendor not in compliance with the event Rules and Guidelines and not meeting standards which include, but are not limited to, all local, city, state and federal laws and regulations. All required sales tax collection and remittances are the sole responsibility of the sellers.
  2. The Summer Solstice Flute Festival welcomes all, regardless of race, creed, color, sex, religion, sexual orientation, age, nationality, or marital status.
  3. All sellers assume full liability for the products they sell at the Festival and hereby agree to hold the Summer Solstice Flute Festival harmless against any claim of injury or damage by any buyer, seller, or other persons resulting from the use, consumption, disposition, display, or marketing of products.

 

The Festival committee, event organizers, Homestead Resort or its officers, employees or agents are not responsible for any lost or stolen items for performers, buskers, or performance groups. And all performers, buskers, and performance groups hold harmless The Summer Solstice Flute Festival event organizers, Homestead Resort, and its officers, employees and agents from any liability, loss, injury or expenses.

  1. The Summer Solstice Flute Festival is not liable for any injury, theft, or damage to the buyer or seller, or their property, arising from or pertaining to preparation for or participation in Festival, regardless of whether such injury, theft, or damage occurred prior to, during, or after the Event hours of operation. Vendors further agree to indemnify and hold the Summer Solstice Flute Festival harmless for and against any claims for such injury, theft, or damage.
  2. Submitting an application to the Summer Solstice Flute Festival serves as a binding agreement between the Festival Event and the applicant. The Festival Event will hold anyone working at a vendor’s booth responsible to follow Festival rules & guidelines, which are subject to change at any time and updates will be sent to the email indicated on the vendor’s application. It is the responsibility of the applicant to keep all profiles current. Any violation will be documented. Anyone who fails to comply with Event policies will be asked to leave the event.

 

Important Contact Information:

State of Utah Tax Commission,   Special Events Division

http://www.tax.utah.gov/sales/specialevents

210 N. 1950 W. Salt Lake City, UT 84134     801-297-6303

specialevent@utah.gov

 

Entertainment:

Entertainment is a valued part of the Festival and we enjoy providing featured performers and buskers that add to the festive atmosphere.

Participation is free to performers at the Festival, but all performers are required to first apply and be accepted to the Festival. On the day of the performance, the performer must check-in at the information booth to obtain a performer’s ID badge and time of performance, etc.

The Festival committee, event organizers, Homestead Resort or its officers, employees or agents are not responsible for any lost or stolen items for performers, buskers, or performance groups. And all performers, buskers, and performance groups hold harmless The Summer Solstice Flute Festival event organizers, Homestead Resort, and its officers, employees and agents from any liability, loss, injury or expenses.

 

Performers (non-paid):

  1. Performances should always be appropriate for a family based audience.
  2. Please dress appropriately to face the public. A neat and clean appearance is most appealing.
  3. Performers may put out a hat or bag to collect money but may not verbally ask the public for money. It is the responsibility of the performer to report all income, including tips, to the Utah State Tax Commission.
  4. CD’s may be sold by the performer.
  5. Festival staff has the authority to move and reassign performer’s locations to facilitate Festival operations or to resolve concerns.
  6. Knives, swords, torches, flames, axes, saws, or other objects that can cause bodily injury to any person are prohibited.
  7. Performers under 18 should be accompanied by a responsible adult.
  8. Performers must conduct themselves in a manner that is courteous to other entertainers, vendors, and the public. Please remember you’re a welcome guest and we appreciate your contribution to the Festival; but we must ensure the comfort and safety of our customers and vendors.

Buskers

  1. A busker is defined as one (1) music or street performer. Types of buskers include but are not limited to Face Painters, Cartoonists, Caricature Artists, Balloon Sculptors, Magicians, etc.
  2. Buskers must perform in designated busking areas.
  3. Buskers are not allowed any type of amplification or percussion to accompany their performances, unless prior approval is given by the Festival committee.
  4. Buskers may freely move around the Festival area only.
  5. Buskers may not block the sidewalks or walkway and are responsible for cleaning their space before leaving.
  6. Buskers may not erect a tent, canopy, or structure of any kind.
  7. Buskers must check in at the information booth before entering the Festival area and performing.
  8. No loud music playing or other loud noises (including CD playing, drumming, etc.) will be allowed during scheduled concert performances. Just be respectful of our performers and the other vendors around you at all times.

 

Performance Group

  1. Performance Groups are defined as one (1) or more performers.
  2. As a community event, we are interested in highlighting local bands or local performance groups. We are especially seeking genres that fit the feel of the Event.
  3. A performance space, known as the main stage, will be provided for this performance category.
  4. Amplification is approved for this category of performers and may be provided by the Festival in whole or in part. Music must not be so loud as to interfere with the general business of the Festival. If the performance is too loud, the Festival staff will ask the performer to reduce the noise level.
  5. Time slots will be available for such performances, and may be assigned or changed by Festival staff
  6. No compensation will be given for such performances unless arranged otherwise by the Festival committee.