FESTIVAL EVENTS RULES & REQUIREMENTS
1. EXHIBITOR SPACES: All Exhibitors must stay within the assigned
space limits. All space assignments are
made by Magic Bird Festivals with consideration and accommodation for
individual exhibitor special needs as available and space assignments are
provided to you at check-in for set up and not before. Exhibitors provide all your own display
equipment. Displays including canopy
tops MUST BE CLEAN, NEAT &
PROFESSIONAL. Table covers must
reach to the ground. All boxes and
containers must be out of sight. Canopy
banners and display signs must be printed and professional. When you present a neat, clean and highly
professional sales display your customers will have greater comfort and
confidence in buying from you. We
encourage you to decorate your display accordingly whenever there is an event
2. SET UP: Exhibitor set up typically takes place the day before
each event begins. Time, place and
directions will be provided by e-mail approximately two weeks in advance of
3. Tear Down: Booths cannot be taken down until the event is over
unless otherwise instructed by Magic Bird Festivals in the occurrence, for
example, of extreme inclement weather. No vehicles may enter the site and
nothing can be removed until the event patrons have left the area for safety.
Booths must be removed from the property after closing on the last event day
and no later than the time designated in your e-mail confirmation.
4. Electrical Power: Events with night time hours include limited
electric power via limited on-site power and rented generator and that cost has
been included in your booth fee. Events
without night time hours may have electric power in limited quantity and
location available for cash registers etc. on first come first serve basis at
no extra charge. Vendors must bring their own lights, outdoor extension cords
and power surge strips. DUE TO LIMITED
POWER SUPPLY, ONLY compact florescent
and or LED bulbs will be allowed and no more than 4 fixtures and bulbs per
booth for night lighting. NO SHOP
LIGHTS, NO HALOGEN & NO INCANDESCENT BULBS!!! Vendors are also expected to decorate
their canopy tents with LOW amp LOW watt twinkle and or LED Christmas lights
and other Christmas decorations for the Carefree Christmas Festival Booth
4a. Heaters: Absolutely NO ELECTRIC HEATERS allowed in
the booths. Propane gas heaters that meet fire code will be allowed in the
5. Space Assignments: Assignments are based on the space
available, vendor needs, and type of product or service. You will be assigned a
specific booth location. You will not be allowed to move to a new location at
any time without the approval of Magic Bird Festivals. You may not sublet or
apportion your space without the express permission of Magic Bird Festivals.
6. Insurance: All vendors are expected to have their own
liability insurance and Food Concession
Vendors must provide a certificate of general liability and product
liability insurance as evidence of insurance in force. The certificate must
name the City or Town and Venue and Magic Bird Festivals, LLC as additional
insureds. Your limits of liability must be at least $2,000,000.00 aggregate
and $1,000,000.00 per occurrence. The insurance is at your own cost. If this
certificate is not provided, Magic Bird Festivals reserves the right to
withdraw you from the event at the cost of all prepaid fees.
7. Hold Harmless Agreement: Vendors agree to indemnify and hold
harmless the City or Town, the Venue, Magic Bird Festivals, LLC and all their
officers, agents, employees, and the organizers of the event and their
respective agents, employees, volunteers, members, clubs, sponsors, promoters
and affiliates 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 loss of property, goods, wares or merchandise, caused by,
arising out of, or in any way connected with the exercise by the organization
of the privileges herein granted. You agree to release any and all herein
described event facilitators from responsibility and/or claim for loss, damage,
or injury to your person or those representing you. The herein described event
facilitators are not responsible for damage caused by acts of God or human
nature. Professional conduct is mandatory. Complaints and comments must be
addressed to Magic Bird Festivals, LLC and not openly discussed with other
organizations or patrons.
8. Sales Tax & Other Licenses: Prior to set up of your first ever
Event and preferably at the time you submit your entry for participation you must provide
proof by photo copy of your Arizona Tax Privilege (Resale) License. In addition for all
events in Carefree the copy of your Arizona Tax Privilege License MUST show that Carefree
is listed as one of your Programmed Cities. Note that once you obtain a State of AZ Tax License
you have it forever and only pay after for amendments to add Programmed Cities and Towns.
There is NO annual renewal fee at the State level!
The exhibitor fees for events in Carefree currently cover the Town of Carefree $48 Vendor License
Fee and Roberta completes that paperwork for you and submits to The Town of Carefree with payment
of $48 taken out of your booth fee!
For information regarding tax license requirements for events held at Salt River Fields Ballpark, call
Roberta at 480-488-2014 or go to our Exhibitor Tax Information Page.
9. Fire and Safety: You must comply with all
pertinent fire codes, laws, ordinances and regulations for health, fire
prevention and public safety.
10. Equipment and Rentals: Any and all equipment within a vendor
booth or fixtures such as pop-up tents/canopies, tables, chairs, etc. is the
responsibility of the vendor and will not be provided.
11. Waste and Clean-Up: Vendor site will be left clean of all
trash and debris. Vendors will supply their own trash bags. All garbage must be
put into closed bags and deposited in the designated garbage bins and/or
dumpsters at the event site. After you have broken down your booth and before
you leave, designated personnel must check you out.
12. Sales Restrictions: Absolutely no sales of alcohol will be
permitted by an unauthorized vendor. No sales of any type of tobacco product,
drug paraphernalia or obscene material.
Only goods and services described upon entry and acceptance will be
allowed for sale. Any modifications must
be pre-approved by Magic Bird Festivals.
13. Cancellation Policy: The event will occur rain or shine. Fees
are non-refundable and non-transferable.
14. Food Concession & Cottage Edibles Vendors: Must have
Maricopa County Environmental Services Special Event Permit in possession on
site and be prepared for Health Inspection. It is your responsibility to know
the rules and follow them.
16. Beverage Sales: All contained soda and water sales must be
sold for $2.00 per unit.