Vendor Application for 2017 Eastern Mass Rhythm Festival

 

TERMS AND CONDITIONS

This agreement is entered into by and between EMADC (Producer), the sponsor of the event (MA DCR)
and the artist, employee, authorized representative, agent, etc... of the organization or business filling out, “signing”, returning this application and/or participating in the event (Vendor). This agreement will bind all employees, agents and servants of the Vendor.

Accepting the terms and conditions contained in this agreement does not guarantee the vendor any right to participate in a particular event(s). Vendors must receive an ACCEPTED status and pay for the space before being guaranteed a space.

 

ASSIGNED SPACES

Producer agrees to provide 10’ W x 10’ D assigned spaces in the event to which the vendor has been authorized
to participate in and has paid the full space fee.

 

USE OF ASSIGNED SPACE

If you have been accepted, it is based on the sale of specific items and/or conducting specific activities within the assigned space as provided by the pictures you submitted and the written description of activities you provided with the application. You understand that during the festival your work or activity will be checked against the photos and descriptions that you have provided with your application and that if the items are different or the activity differs from the description provided, you can be removed from the festival and forfeit all fees paid. Any use of the area beyond the assigned space or activity that impacts the area beyond the assigned space is prohibited without the expressed written authorization of Producer. Please refer to the GENERAL INFORMATION section for more specific information regarding the prohibition on use of the area beyond the assigned space.

I agree to abide by all rules and regulations of the Producer and Sponsor contained in this agreement, the GENERAL INFORMATION document, and the laws of Uxbridge and State of Massachusetts.

 

PAYMENT

The space fee is $25. Once your application has been juried and you have been accepted,
the space fee can be paid via PayPal.

Once your application has been accepted, you have 10 days to pay the space fee.

 

VENDOR INITIATED CANCELLATION POLICY

Accepted artists that wish to cancel their application more than 60 days prior to the event may receive a refund of the space fee. There are no refunds of space fees available for artists cancelling their application within 60 days of the event (June 6, 2017), regardless of whether the Producer fills the space or not.

 

ACTS OF NATURE CANCELLATION POLICY

EMRF goes on regardless of weather conditions, so plan your set up accordingly.  There is no contingency plan or alternate day to reschedule the event. If, due to acts of nature beyond the control of the Producer or Sponsor, natural conditions (such as wind, rain, earthquakes, fire, etc...) make it impracticable or dangerous to continue to operate the event, producer, sponsor, or public safety officials have the right to cancel any portion of or the entire event. If the event is closed, the producer and sponsor are excused from providing spaces and are not required to provide any refund of the fees collected or reimburse vendors for any costs incurred to participate in the event.

I have read, understand, and accept the terms contained in the VENDOR INITIATED CANCELLATION POLICY and the ACTS OF NATURE CANCELLATION POLICY. If I cancel my participation in the event, I am only entitled to a refund of the fees paid based on the above stated policy.

 

INDEMNIFICATION AND HOLD HARMLESS AGREEMENT

Producer provides space at EMRF for the display and sale of art, crafts, merchandise or services or the promotion of a business or organization during the course of the festival. Producer and Sponsor do not participate in the construction, assembly or placement of the individual Vendor's exhibit. Producer provides space only at the event. The Vendor hereby indemnifies and holds the Producer, and its volunteers, and the Sponsor, it's agents, employees and servants harmless from any and all claims, including costs and attorney's fees resulting there from, arising out of said Vendor's participation in EMRF. For the purpose of this agreement, the term “participation” shall include, but not be limited to, the delivery of equipment, merchandise, structures and arts or crafts to their designated location, the set up and display of any such structure and arts or crafts, and the dismantling and removal of all such items from the area provided by or through the Producer or its volunteers, or the Client or its agents, employees and servants.

The Vendor hereby expressly assumes any risk of harm to the Vendor arising out of their participation and the participation of other vendors or agents at EMRF including risk resulting from the particular location of the space designated for them by the Producer. This agreement shall be effective immediately upon execution and shall continue in effect throughout the duration of the festival.

 

PLEASE CHECK REQUIRED FIELD BOX
Please check the box to continue.

I understand and agree to all of the above terms and conditions and those contained in the GENERAL INFORMATION and the HOW TO APPLY FOR VENDOR SPACE section of this website.

 

 

HOW TO APPLY TO VEND AT EMRF

At this point, you should have read through the General Information and Terms and Conditions
pages. This online application form will ask you to supply basic information about your business or organization, as well as more specific information about your merchandise which includes,
but is not limited to:

 

  • A 75 word description of your work

  • Four high resolution images of your work (2MB – 5MB)

  • A copy of your Massachusetts Sales and Use tax I.D.

  • A copy of proof of insurance, (which also must be submitted to the MA DCR - address will be provided)
  •  

     


     

    PLEASE FILL OUT ALL THE REQUESTED INFORMATION

    * ALL FIELDS ARE REQUIRED TO SUBMIT FORM

     

    Full Name*
    Please fill in full name.

    Company*
    Please enter your company name.

    Address*
    Please enter your home address.

    City*
    Please enter the city you live in.

    State*
    Please enter what state you are from.

    Zip Code*
    Please enter your zip code.

    Home Phone*
    Please enter your home phone number.

    Mobile Phone*
    Please enter your mobile phone number.

    Email Address*
    Please enter your email address.

    Description of Work (75 words)*
    Please enter a description of what you intend to vend.

     

     

    SUBMISSION OF WORK

    All vendors are required to pay a space fee of $25. Once your application has been juried and you have been accepted, the space fee can be paid via PayPal. This fee must be paid within two weeks of notification of acceptance to vend.

    The application processing fee is $25.00. Alternatively, you may provide one piece of merchandise (or service, if applicable) of the type you are applying to vend that has a value of at least $15.00 and pay a reduced fee of $10.00.

    You will receive an email notice upon acceptance. At that time you will be requested to pay the application fee. The application fee must be received by May 15th. If we do not receive your application fee by the fee submission deadline, your space will be made available to the next person on our vendor wait list.

    Presently, PayPal is the only method of payment available for this fee. You will need a free PayPal account in order to submit this fee. The PayPal account to submit payment to will be sent along with your email letter of acceptance. Credit card, cashier’s check, postal money order, personal, company, or organization check payments will NOT be accepted.

    By proceeding, you acknowledge these terms and agree to pay this fee if accepted.

     

    UPLOAD WORK

    You will need to upload four .jpeg images of your work, each image file size in the range of 2MB – 5MB in file size, as well as a copy of your Sales form, Use tax form and proof of insurance form (please note that single-day policies are available from third-party providers; details will be provided upon request).

    If you choose to provide one piece of merchandise or service worth at least $15.00 you must provide a high-quality image of that piece as well.

    The images you upload should reflect the broad range of items contained in your booth. If your artwork varies significantly in price, you should upload images that show the different price points.

     

    PLEASE LIMIT IMAGE FILE UPLOAD SIZE TO THE RANGE OF 2MB – 5MB

    * ALL FIELDS ARE REQUIRED TO SUBMIT FORM

     

    *
    Please provide a description, dimensions and pricing of Pic #1

    Please write brief description of Pic #1 with dimensions and pricing.

    Inventory Pic #1*
    Please choose image #1 of your work.

    *
    Please provide a description, dimensions and pricing of Pic #2

    Please write brief description of Pic #2 with dimensions and pricing.

    Inventory Pic #2*
    Please choose image #2 of your work.

    *
    Please provide a description, dimensions and pricing of Pic #3

    Please write brief description of Pic #3 with dimensions and pricing.

    Inventory Pic #3*
    Please choose image #3 of your work.

    *
    Please provide a description, dimensions and pricing of Pic #4

    Please write brief description of Pic #4 with dimensions and pricing.

    Inventory Pic #4*
    Please choose image #4 of your work.

     


     

    Please provide a copy of the vendor's Massachusetts Sales and Use tax permit. Along with proof of vendor insurance (if needed, one-day policies are available from third-party insurance agents; details are available upon request).

     

    *
    Please supply Sales and Use Tax I.D. Form.

    1. Sales and Use Tax I.D. Permit

    *
    Please supply Proof of Insurance form.

    3. Proof of Insurance

     


     

    HOW EMADC PROCESSES YOUR APPLICATION

    Once you submit your vendor application for the Eastern Mass Rhythm Festival, the selection team checks the application for completeness.

     

  • Was proof of insurance provided?

  • Is all the required contact information provided?

  • If any products are being sold, was a Sales & Use tax number provided?

  • Did the vendor meet all the submission requirements?
  •  

    Incomplete applications will not be processed. If your application is incomplete, you will receive an email notification within 72 hours of your application date indicating that your application status has changed. If your application is incomplete, you will have five days to correct the condition. If you are not able to correct the condition in five days, please contact us at once. Your application will automatically be cancelled if the condition is not corrected within the five-day time period.

     

    THE JURY PROCESS – EMADC EVENTS

    All images and descriptions submitted must be consistent with the work you will be exhibiting at the event. You will be asked to remove any type of items that have not appeared in images you submitted for jurying.

    Please note that all images submitted must have dimensions, a brief description, and pricing filled in.

     

    JURY RESULTS

    All vendor entries will receive an email notification of your status.
    Accepted vendors have until May 15, 2017 to send in the fee payment.

    If you were waitlisted, it meant that your work was acceptable for the event, but at the present time, there were no available spaces. Additional spaces may come available if a vendor.

    If your application was Declined, your work did not fit the jury criteria.

    If you have any questions regarding the application process or experience any difficulty in the application process, please contact EMADC by email at vendors@rhythmfestival.org for assistance.

    Review all your information to be sure it is correct. If all the information is accurate, then click on the Submit EMRF Form button. If you do not click on this button, your application will not be sent to EMADC. Once the EMADC has received your application, you will receive an email confirmation shortly after you apply. If you do not receive and email confirmation, please email EMADC at vendors@rhythmfestival.org