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Steampunk November

Exhibit Space Terms and Conditions and Disclaimers

BY COMPLETING THE APPLICATION PROCESS AND PURCHASING A BOOTH SPACE YOU ARE AGREEING TO THE TERMS OF THESE RULES AND REGULATIONS AS A BINDING CONTRACT.

For purposes of this document, The Amber Inn Academy of Arts and Steampunk November will be referred to from henceforth as “The Festival”.

As a vendor at The Festival you are required to be open for business during ALL hours of ALL days of the festival.  If you are not open all hours of The Festival, you will be fined $100 per incident.  All vendors are required to attend the mandatory vendor meeting on Friday at 6:30 pm at Lady Cat’s Electric Umbrella (Gazebo stage).

The Festival is set in the general time frame of the Victorian age (late 1800s).  Therefore, please only use your cell phone in an emergency or as your credit card machine.  All other times, please keep your cell phones out of patron sight.  Conversations regarding current politics, controversies, events, etc. should be avoided amongst yourselves and are absolutely not permitted with patrons or within earshot of patrons. You are not required to dress in theme, but we strongly encourage it.  We do not require accents or specific language choices.

You are responsible for collecting, reporting and paying your own sales tax.  Sales tax on site is 6.25%

You must be respectful of neighboring booths.  Violations of this policy will not be tolerated.

Vendors are required to follow all The Rules of The Festival.

You will be required to present a valid credit/debit card upon check in to The Festival for any additional fees/fines you may incur as listed below during the weekend of The Festival.

Set up:

You may come out as early as 10 am on Friday to set up your booths. If you need to come do any set up prior to that time, you must contact The Festival and make special arrangements IN WRITING by emailing vendors@steampunknovember.com.

You will be allowed to park as near as possible to your booth space to unload on the designated drive paths.  You will have 30 minutes to unload your vehicle before you will be required to move it.  You must unload your vehicle before you start ANY set up, including your tent.  If you need additional time to unload, please make arrangements with The Festival to come outside of regular set up hours.  You are not allowed to block the main entrance road to the park to unload.  You are not allowed to block any points of entry or egress to unload. You cannot park in another booth space to unload.  You must stay on the marked drive to avoid damage to grassy areas.  If you do not stay on the marked path, you will be fined $100 per incident.

Driving on to site is weather permitting.  If the grounds are muddy due to rain or other precipitation, you will not be allowed to drive on to site.  You will be required to bring items in and out hand carry/dolly.  If you drive onto site in inclement weather without specific permission, you will be fined $500 per incident. If you drive through or move a barrier (Including Caution Tape) you will be Fined $500 per a barrier passed or Moved.   

Your booth set up must stay within your rented booth space.  You cannot exceed your booth space with chairs, racks, displays, clothing racks, tie downs, etc.   You must keep pathways in front of and around your booth clear of these items as well.  We will inspect every booth before opening on Friday to address any of these issues and suggest corrections.  We will also check during The Festival to make sure these guidelines are being followed.

Tents must pass inspection.

Please have your booths ready for the public no later than 30 min before gates open Friday.

All vehicles must be off site and in the Vendor parking area no later than 1 hour before gates open, NO EXCEPTIONS.  You cannot park behind your booth, NO EXCEPTIONS.  You are not allowed to park your vehicle or trailer in patron parking.  NO EXCEPTIONS.  

Break Down:

You can start breaking down at closing (5:00 pm) on Sunday afternoon, no earlier, no exceptions.  You cannot bring a vehicle on site until all patrons are clear and The Festival has approved vehicles being allowed on the grounds.  You have until 10 pm to break down your space.

If you have purchased a camping pass, you can stay overnight Sunday night and complete breakdown on Monday; however, you must be done on Monday no later than 5 pm.

You are responsible for leaving your rented booth space area clean after breakdown.  This includes all trash, zip ties, strings, plastic wrapper, cigarette butts, etc.  If you do not leave your space clean you will be fined a cleaning fee of $100.

Any items you leave on the property more than 30 days after the conclusion of the festival will become the property of The Festival with no financial compensation to you.

Electricity:

Every booth has access to electricity, but please understand that the outlets must all be shared so bring extension cords and power strips.  The Festival reserves the right to relocate your extension cords and power strips as needed to accommodate neighboring vendors.

You are responsible for lighting in your booth space.

You cannot plug in any electrical heaters in your booths. Propane heaters are fine IFAND ONLY IF you have liability insurance with at least $1 million coverage AND have provided a copy of that policy to The Festival.  If you have an electric heater in your booth, you will be fined $100 per incident to be collected immediately. Repeated violations will result in confiscation of your electric heater for the duration of the weekend.

Tents:

We are a tent festival.  You are required to have a canopy or tent for your vendor space, unless you have purchased a covered space. We prefer pavilion style or EZ pop up, but we can make exceptions. Please send us a picture of the tent in advance for approval if you have any questions regarding the acceptance of your tent or pavilion.  Camping tents are not allowed as booth tents.

We do offer rental EZ pop up tents for the weekend for an additional fee. This fee includes us setting up and breaking down the tent.

Tents must have obvious and welcoming entrances for patrons.

You are responsible for securing your tent at all times, including preparation for weather, security, presentation, and so forth.  You are responsible for any damage to the property, other vendors and/or patrons caused by your tent if you do not secure it properly.

WiFi:

We do not have WiFi for everyone who vends.  Please use your own electronic device signals to process payments.  Most cellular providers work in our area. Some of them aren’t as strong as others, though.

Camping:

We offer on-site primitive camping.  You must purchase a camping pass to camp onsite.  Please see campground rules.  Camping passes are $35 per car for the weekend.

Due to the nature of our site, we do not allow vendors to set up tents or trailers behind their booths.  We do allow you to sleep in your booth as long as you stay within the boundaries of your booth and are ready for business when gates open each day.  If you sleep in your booth, you do not have access to camping amenities. Vendors can park a vehicle in front of their booth with prior approval and it must be offsite no later than one hour prior to gate opening and cannot come on site until all patrons have left. You must purchase a camping pass to use the onsite showers.  You are not allowed to park cargo trailers in the camping area.  Cargo trailers must be parked in Vendor parking.

Security:

We have a Troubleshooters team here and on duty for the entire festival, including overnight.  We are still not responsible for your products. Please take whatever measure you feel necessary to secure your booth at night.  We will close the gates to The Festival at night.

We back our Troubleshooters team and their decisions 100%.  We will not tolerate anyone harassing members of that team for any reason.

Parking:

You are required to park in Vendor Parking, not patron parking.  Vendor Parking is located at the very back of the camping area. If you park in Patron parking you will be fined $100 per vehicle. You will be required to provide the license plate number and vehicle description along with an onsite contact phone number to The Festival upon your arrival to set up.

Raffle:

Every year we run a raffle as part of our fundraising for the North Texas Food Bank.  We ask all our vendors and entertainers to give one item to the raffle each year.  Please attach a business card to the item along with any other promotional stuff you would like.  This is not required, just requested.  Please bring your contribution to the mandatory vendor meeting on Friday at 6:30 pm at Lady Cat’s Electric Umbrella (The Gazebo).

Weather:

We will be open rain or shine, therefore we expect you to be as well.

BYOB:

We are no longer a BYOB.  Alcoholic beverages can be purchased on site from our alcoholic vendor.

YOU ARE NOT ALLOWED TO PROVIDE ALCOHOL OF ANY KIND TO ANY PATRON. NO EXCEPTIONS.  Violation of this policy will result in your removal from The Festival.

Facilities:

We have a flushing toilet house in our campgrounds and provide portable restrooms for your use.  We have onsite showers, but you must purchase a camping pass in order to use them.

No one is allowed to use the indoor restroom in Festival Operations due to past violations of the indoor use policies.

Your pass will allow you access to the backstage green room(s) and access to the Festival Operations room as needed for access to The Festival crew.  

Pet Policy:

NO PETS ALLOWED. NO EXCEPTIONS.  This includes pets in the campgrounds.  If you violate this policy, you will be fined $250 and escorted from The Festival site. We allow certified service animals only.  Proof of service animal training must be provided.  This policy is in place for insurance liability concerns and will be strictly enforced.

Other:

If you violate these rules it will be considered a breach of contract.  If the violation(s) lead to your expulsion from The Festival, you will receive NO REFUND for your booth space.

Violations of these rules that incur fees will result in the denial of any of your future vendor applications to The Festival.

Failure to pay any fines assessed will result in the denial of any of your future vendor applications to The Festival and collection of the unpaid fees through legal means.

Vendors and vendor staff will treat Steampunk November Festival and The Festival crew, volunteers and fellow vendors with the utmost respect.

Any blatant disrespect of another person is not tolerable and may result in being asked to leave and the inability to attend any future events with NO refund from The Festival.

No selling of merchandise that contains any logos, names, or branding for the Steampunk November Festival unless you purchase a license.

Vendors are responsible for insuring their merchandise and equipment. Period. The Festival is not responsible for damages or theft.

Steampunk November is not responsible for vendor/customer disputes regarding merchandise.

Vendors are to conduct transactions in timely and professional manner.

Vendors are responsible for cleaning and maintaining a safe work environment.

No flammable liquids are allowed. No closed or open flames are allowed without previous discussion.

No blocking walkways or points of egress.

No blockage or removal of any fire protection equipment.

No refund of vendor space fees will be offered after October 1st, 2018.

Acceptance of a badge from The Festival and admission to The Festival constitutes an agreement to allow The Festival use of your image or likeness for promotion within any media format for future events.


Fill out Vendor Application here