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2008 EXHIBITOR INFORMATIONTo Apply as an Exhibitor: 1. Read the Information Sections listed in the Index. Specific costs and fees are found on the Application. 2. Print out the Application , and complete the form. Most Exhibitors will also need one or more of the following forms:
World Beat Festival Attn: Exhibits PO Box 4611 Salem OR 97302 Questions? - Contact us at: Email wbfAdmin@hotmail.com , or Call the World Beat Festival at 503-581-2004. The following information may be used by potential Exhibitors to assess if the World Beat is appropriate for them... Index:
Section I. WHAT IS THE WORLD BEAT FESTIVAL? The World Beat Festival (WBF) is Oregon's premier international cultural event, celebrating the diverse cultures and people of the world through authentic and traditional clothing, exhibits, crafts, activities, food, and booth decorations. We promote a safe, tasteful and fun atmosphere for children and families. Since its inception in 1998, the WBF has continued to grow in prestige and attendance welcoming an estimated 40,000 guests annually. There are nine (9) performance venues, three (3) parades, Dragon Boat Races, and about 100 Exhibits to draw guests to the World Beat Festival. There is no admission or entertainment charge for guests, but we do accept donations at the gate. The WBF is a 100% pictures.htm organization, and operates as a non-profit 501(c)(3) under the auspices of the Salem Multicultural Institute. Section II . EXHIBITOR COSTS, REFUND POLICY & 15% of SALES: The WBF tries very hard to keep its fees and cost for Exhibitors and Food Vendors as low as possible, yet generate enough revenue to pay our substantial costs. As much as possible, we are merely passing our cost along. A. The Exhibitor BASE FEE is the cost for the 10'x 10' space, and for the Short Term Concessionaire Permit (STCP) for those who sell or generate revenue. If you request a 10'x 20' space, or a larger space, this is an additional cost above the Base Fee. (See the Application Order Form for specific costs). The Short-Term Concessionaire Permit (STCP) is required by the City of Salem for Exhibitors who sell anything. The fee is already calculated into the Base Fee - Exhibitors just need to fill out the form, and submit it with their Festival application. 2008 Exhibitor BASE FEE: 1. Food / Beverage Vendor...$650.00 (with Early Bird discount - $552.50) 2. Exhibitor (non-food) WITH Sales ...$ 265.00 (with Early Bird discount - $225.75) 3. Exhibitor (non-food) WITHOUT Sales ...$ 175.00 (with Early Bird discount - $148.75) B. Additional costs may include optional electricity, tables and chairs (See the Application Order Form for specific costs). C. All required Fees are to be submitted with the application, except of course, the 15% of Gross Receipts described in "D" below. D. Fifteen (15%) of Gross Receipts - The WBF has a firm policy requiring every Exhibitor and Food Vendor who sell anything, to pay the WBF Fifteen (15%) of their Gross Receipts. This is payable within two weeks of the close of the WBF. So far, we believe the honor system for reporting has worked well, and we will continue to trust our Exhibitors. E. Generally the WBF does not deposit or cash an Exhibitor's check until they are accepted to participate in the Festival; however, the actual Acceptance is when the Exhibitor is notified they are "in", not that a check was deposited or cashed. F. REFUND POLICY - 1. Exhibitors Who Are NOT Selected: All submitted funds will be returned. 2. Exhibitors Who ARE Selected: The Base Fee will NOT be returned if an Exhibitor cancels after being selected. If the World Beat Festival can not recoup other costs, such as electricity, tables or chairs, those costs will also be forfeited. Section III. EARLY BIRD DISCOUNT & SUBMISSION DEADLINE: March 15th Early Bird Discount: A Fifteen percent (15%) discount of the Base Fee is provided for Exhibitors whose application and fees are postmarked on or before March 15. April 15 is the application deadline. Fully completed Exhibitor Applications received after April 15th will be considered on a space available basis. Section IV. VENUE AND LAYOUT OF THE WORLD BEAT: Note: For a visual layout of the World Beat, click the "Grounds Map". The Festival is held in Salem's beautiful Riverfront Park. The park has a terraced Amphitheater for our professional-quality music and dance, and we place Exhibitors and Food Vendors on its grassy knoll. Beyond the Amphitheater, in the center of the Festival, a LARGE green-grass area is organized into "Villages", and the "Grand Blvd", and all these areas have Exhibitors. Also in this area are the Cultural Center tent, and the covered Stepping Stage. Anchoring the north end of the Festival grounds, and near the main entrance, is the huge World Showcase Canopy with its mix of educational and commercial exhibits. Each Village represents a geographical region, and a multitude of racial and ethnic cultures. The Villages are: African Family Village (Africa & some Middle East); Asia-Pacific Family Village (includes South Pacific); European Family Village; The Americas (North, Central and South America); and The "Grand Blvd" is the broad walkway going from one end of the Festival to the other end and has a diverse mix of Exhibitors. A large "Middle East" tent may be sited here. Exhibitors and Food Vendors are a mix of for-profit businesses, non-profit organizations, and community organizations providing information about their customs and cultures. Section V. LIMITED EXHIBIT SPACE AVAILABLE: The World Beat Festival has a limited number of Booths. The WBF attempts to minimize exhibits that duplicate or are very similar to others in the Festival. This is done to ensure Exhibitors have a reasonable opportunity to make a profit, and to ensure our visitors have a diverse representation of people, customs and goods. Photographs and/or a thorough description of your merchandise and display help the WBF select Exhibitors who meet these criteria. Section VI. EXHIBITOR CRITERIA: We select Exhibitors who fit into our theme of an international-cultural experience, which includes customs and cultures found in the United States and North America. Exhibitors generally fit into one of three categories: (1) Educational (no sales); (2) Those who sell merchandise, and (3) those who sell food and/or drink (non-alcoholic). We discourage Exhibits that do not meet high standards of quality and presentation, or do not fit our purpose and mission, which is to promote harmony and understanding through innovative educational cultural programs and activities. The WBF reserves the right to decide who is selected to participate in the Festival, and to accept only Exhibitors who represent our spirit and purpose. Furthermore, while any person, group or organization is welcome, the WBF is not the venue to promote, oppose or debate various political, social, religious or other similar issues. Section VII. THE WBF PROVIDES EXHIBITORS (not inclusive): A. One (1) 10 foot x 10 foot space (an adjacent additional 10'x 10' space can be purchased to create a 10'x 20' space). The WBF provides the tent, unless you provide you own tent in accordance with Section VIII. In Villages, on the Grand Blvd., and in the Amphitheater, your 10 foot-square space is often one-half of a 10' x 20' tent, with the other half occupied by another Exhibitor. The full 10' x 20' tent is enclosed by three sidewalls. The World Showcase Canopy is an approximately 60' x 60' open canopy, meaning it does not have walls or sidewalls. The interior is "divided" into 10'x 10' areas for Exhibitors. B. The WBF provides sufficient electricity for your low wattage lights on Saturday evening during the one hour period the Festival is open at dusk. (If you have other electrical needs, you must order the amount needed on the enclosed Electrical Order Form). C. Common areas with tables and chairs for guests to rest and/or eat. D. Extensive security patrols Friday and Saturday evening and overnight (8 p.m. to 7:00 a.m.); and more modest security at other times. We will continue to do our best to prevent theft and vandalism; however, the ultimate responsibility for the protection of your property rests with you, the Exhibitor. E. Extensive publicity throughout the region promoting the World Beat Festival. Section VIII. OPTIONAL EQUIPMENT & SERVICES: Following are optional items you may request in the Application Order Form A. Request to use your own tent -' See Section VIII. B. Request an additional, adjoining,10'x 10' space (creating a 10'x 20' exhibit area). Those wanting a space larger than 10' x 20' should contact the WBF C. 8-foot / 7-ft Table(s) (you may bring your own). D. Standard folding chair (you may bring your own). E. Ice -' 20-pound bags of crushed ice can be purchased and delivered. F. ELECTRICAL NEEDS ASSESSMENT: Most Exhibitors at the World Beat Festival do not need electricity for their booth, except for a brief period Saturday evening. The WBF, therefore, provides Exhibitors only enough electricity so low-wattage miniature-type lights can be used by Exhibitors who bring them. Exhibitors who have other electrical requirements, either more than 250 watts or 20 amps, must purchase the electricity on the Electrical Order Form. (Use the pre-order column for your costs). The Event Power & Lighting Inc. Order Form explains how to figure your electrical needs, if any. If the WBF staff or our contracted Electrician determines your booth/equipment requires additional power, we reserve the right to increase your electrical service and bill you accordingly. Because you may pay a significantly higher fee for changes at the Festival, it pays you to get it right the first time. If you have any questions about your electrical needs, call Event Power at phone 360-225-3830. On your Exhibitor Application, include your electrical fee payment in the "Total Fees" you pay the World Beat Festival (we pay the Electrical provider with one check). Please print out and send the Electrical Order Form with your Exhibitor Application. Section IX. PROVIDE YOUR OWN TENT ? The WBF allows some Exhibitors to use their own tent, and receive a discount, provided the tent is attractive, and is safe for guests and pictures.htms. Exhibitors wishing to use their own tent must comply with the below listed criteria to receive a discount of $100.00 on the Base Fee of a 10'x 10'space, or a $150 discount on a 10'x 20' or larger space. Here are the criteria to use your own tent: 1. Application Submission Criteria: A. You must be an Early Bird applicant (i.e. submit application and fees with postmark by March 15). After this date, we may not be able to accommodate the use of your own tent. B. Photographs, size dimensions, and a description must be submitted with your application. C. The Exhibitor provides the WBF evidence of their liability insurance. 2. Tent Quality Criteria: A. The tent is a commercial quality. B. The tent has California Fire Stamp and is conformance with that standard. C. The tent and components must be in good repair and appearance. D. The tent must be securely staked into the ground. E. Not permitted are recreational type EZ-Ups, Pop-ups, tarps and other light duty tents/canopies. 3. Festival Criteria: A. The tent must be setup and staked by 7:00 p.m. on Friday. Failure to do so is considered a cancellation, and at the discretion of the WBF, the WBF may provide the space to another Exhibitor. There are no refunds to Exhibitors who fail to show up on time. X - FOOD VENDORS - CERT. OF INSURANCE, AND HEALTH PERMIT Food Vendors who are selected as Exhibitors will be required to submit a Certificate of Liability Insurance meeting the standards set by the City of Salem at least 30 days before the WBF. This Certificate is generally the level carried by Food Vendors everywhere, but it must have specific language to protect the City, its employees, etc. A Marion Co (Oregon) Health Department Permit is also required, and there is a fee. For additional information, contact the Health Dept. 503-588-5617. XI. GUIDELINES, RULES AND REGULATIONS FOR EXHIBITORS Please do not be put-off by the "legal talk" - the WBF strives very hard to ensure Exhibitors have fun, and find their time and investment well spent. 1. Booth Locations will be assigned by WBF, and the Salem World Beat Festival shall have final choice who is selected, and where each exhibitor will be located. 2. Exhibitors agree to hold Salem World Beat Festival and Salem Multicultural Institute, their officers, agents or employees harmless from any and all claims, causes of action and suits accruing or resulting from any damage, injury or loss to any person or persons including but not limited to persons to whom the Exhibitor may be liable under any Worker's Compensation Law and the Exhibitor personally, from any loss, damage, cause of action, claims or suits for damages, including but not limited to loss of property, goods, wares or merchandise caused by, arising out of, or in any way connected with the exercise by the Exhibitor of the privileges granted herein. "Hold harmless clause" includes the serving and sale of food items and any claims arising therefrom. 3. No move-in, move-out will be permitted during the festival hours. All items or supplies not in place before opening time must be hand-carried into the park, keeping the rights of the public in full consideration. Vehicles are not permitted to be parked on WBF grounds without the express permission of the WBF. 4. Alterations or variations from this contract shall be in writing and approved by Festival management and shall otherwise hold no legal value. 5. The Exhibitor agrees to occupy exhibit space as assigned and to be open and staffed during all regular Festival hours. In the event the Exhibitor shall not occupy said space, Salem World Beat Festival is expressly authorized to occupy or cause said space to be occupied in such manner as it may deem best for the interest of the Festival without any rebates or allowances whatsoever to the Exhibitor and without in any way releasing the Exhibitor from any liability thereunder. The Exhibitor agrees not to sublet or apportion anyone else said space without written permission of Salem World Beat Festival. 6. It is the sole obligation of Salem World Beat Festival to furnish above exhibit space plus general guard service. All other services of any nature shall be ordered in advance by the Exhibitor on the forms provided. 7. Salem World Beat Festival shall not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons that the park the Festival is being held in before or during the Festival is destroyed by fire or other calamity, or by any act of God, public enemy, strikes, statutes, ordinances or any legal authority, or any other cause beyond the control of the Salem World Beat Festival. 8. Exhibitors shall be required to have any and all business licenses and other permits needed for the conduct of business. 9. Exhibitors shall not nail, staple, or otherwise affix in an injurious way to the structure or equipment provided, any object, display or sign. Exhibitors shall be fully responsible to the owners of said structure or equipment for any damage done as a result of negligence or intentional disregard for said items. 10. Exhibitor agrees to conduct its activities upon the premises so as not to endanger any person lawfully thereon. Exhibitor further agrees to defend, save and hold harmless the Salem World Beat Festival and Salem Multicultural Institute, their officers, agents and employees from all claims, suits or actions of whatsoever nature resulting from or arising out of the activities of the Exhibitor or its contractors, subcontractors, employees, patrons or guests. Exhibitor shall secure at this expense and keep in effect during the term of this agreement Comprehensive General Liability with Broadening Endorsement from an insurance company authorized to do business in the State of Oregon. 11. No alcoholic beverage consumption, loud, boisterous or unbecoming behavior shall be allowed by any Exhibitor, and Festival manager shall have the right to have such persons removed from the Festival without recourse and shall not be liable for any damages or suit as a result of such removal. 12. Salem World Beat Festival shall have and retain the right to determine the acceptability of any Exhibitor or Display to the overall Festival. It shall have the right to remove any display that is inconsistent with the flavor the Festival and shall only be liable for refund of fees paid if Exhibitor has fully complied with the rules and regulations herein set forth. 13. Exhibitors shall promptly remove all displays, merchandise, debris and other materials from the park at the close of the Festival and shall leave the area as nearly like it was as at the time of move-in as possible. Should any expense for such removal be incurred by Salem World Beat Festival, Exhibitor agrees to pay all costs of said removal and any and all items left shall be considered abandoned by the Exhibitor and shall become the sole property of Salem World Beat Festival. Exhibitor further agrees to pay all fees charged by the City of Salem for additional rents as a result of overstaying the lease agreement times. 14. Exhibitor agrees to have all merchandise and displays in good order no less than one hour before the published Festival hours, and if bringing a tent to have it set up by 7:00 p.m. on the evening prior to the festival opening, and maintain booth in good repair and well-staffed during Festival hours. No debris or other items shall be allowed in the public walkway areas of the Festival and should such violation of the rules occur, Exhibitor agrees to promptly remedy said violation in the interest of the general public and the overall Festival. 15. Exhibitor agrees to abide by all state and local regulations, including fire regulations. 16. This document constitutes the entire contract between the parties and no waivers, modifications or amendments shall be valid unless written upon or attached hereto and shall be approved in writing by an officer of the Salem World Beat Festival. 17. All Exhibitors are asked to decorate their booth and/or wear clothing that reflects the culture or ethnicity they are representing. 18. Donation Jars, or similar revenue-generating devices, are prohibited without specific approval of the World Beat Festival. 19. Beverages & Food may only be sold by approved Food Vendors, and the World Beat Festival. 20. Exhibitors who are selected will receive additional information with details about such things as set-up times and procedures, tear-down, ice, water, garbage, and parking. Section XII. QUESTIONS ?: Questions? - Please email wbfAdmin@hotmail.com , or call the World Beat Festival at 503-581-2004 |