2018 MAJF VENDOR APPLICATION

Transcription

1 2018 MAJF VENDOR APPLICATION The Mid Atlantic Jazz Festival (MAJF) and its producer, The Jazz Academy of Music, Inc. (JAM) will accept vendor applications beginning October 16, The MAJF will take place February 16, 17, and 18, concluding on February 19, 2018 at the Hilton Washington, DC/Rockville Hotel & Executive Meeting Center (formerly the Doubletree), located at 1750 Rockville Pike, Rockville, Maryland. Vendor days are February 16, 17, and 18 of the MAJF. In our continuing efforts to make the MAJF experience as rewarding as possible for both vendors and attendees, this year we are designating two vendor categories: General Merchandise/Product vendors and Art vendors. We have thirty-nine (39) 8 x 3 stations, two (2) of 7 x 2 display table space only stations and one (1) is a premium 10 x 5 area station. With our intent to be as selective as possible in the acceptance of vendors for the 2018 MAJF, participation in the 2017 MAJF does not guarantee acceptance for the 2018 MAJF. For Merchandise/Product, Table and Section vendors, we will base our decisions on quality of merchandise, appearance of display, and variety of offerings. In particular, those with jazz music - inspired products, and also general interest offerings featuring paintings, sculptures, and other unique presentations. Please Note: In order to offer each approved vendor the ability to choose his or her vendor location, we cannot guarantee that a vendor with similar-type merchandise will not be in the vicinity or adjacent to the location chosen. Each vendor will be given a 29 x 6 table and two chairs as their vending space (39 basic stations; 2 table spaces; and one premium 5 x 10 space). Vendors may supply their own smaller tables, but the overall space per vendor is still the 29 x 6 table dimension, unless otherwise indicated. To be listed in the MAJF program, vendors must have their application in by January 14, Please insure that the MAJF office has your 200 character description for the program. We will continue to accept applications for any available vendor spaces after that date, but those vendors will not be listed in the program due to printing deadlines. In order to be considered, applications must be submitted IN FULL, including: completed and signed application, full payment, and a description (with image) of sample products to be sold and image(s) of typical display of your products. If you participated as a vendor in the 2017 MAJF and your product has not substantially changed, you are not required to provide a description or submit images with this year s application. However, we are actively seeking those vendors with both quality merchandise and attractive displays, so we welcome images of your intended display to help us make this a quality vendor experience for our festival attendees.

2 Applications will be reviewed on a first come, first serve basis, and space is limited. If you have any specific questions about the 2018 Mid Atlantic Jazz Festival Vendor Program, please contact the Mid Atlantic Jazz Festival office at (301) OR iambush@jazzacademy.org. Vendors who complete the application online or by mail and are not approved will receive refunds to their Visa or MasterCard for their participation fee or if by mail, your check will be returned. As previously indicated, space is limited; vendor selection will be based on the following criteria: The type, quality of products you sell, and display and how they fit into the overall product diversification of the MAJF Submission date of your application and payment to our office VENDOR PARTICIPATION FEE: Vendors must commit to exhibit for the entire Festival term. All stations receive ample exposure due to their proximity to higher traffic areas of the Festival, so, the basic station fee is $400. The two (2) display table stations (No. 41 and 42/Contact Office at ) are $300 and are limited to the use of the supplied table space. Also, new this year there is a Premium Area (No. 40) for $600 which is 10 x 5. The station types are indicated on the attached Festival layout plan. The participation fee must be included with the application in order for the vendor location to be held pending processing and consideration of the application. The fee includes one (1) 29 width x 6 length table and 2 chairs. HOTEL REQUIREMENT PLEASE NOTE Electrical services, internet, telephone connections etc., must be arranged through the hotel. After your vendor application has been accepted, if you need this type of support, please contact the Hilton Hotel at and ask for the Convention Services Department. Indicate that you will be vending at the 2018 Mid-Atlantic Jazz Festival and discuss your requirements with the hotel representatives. Please note that fees may apply. SPECIAL INSTRUCTIONS AND EXCLUSIONS: Product/Merchandise and Art Vendors cannot sell food or beverages of any sort. Vendors are required to maintain a staff person at their space at all times during the open hours of the vendor area of the event. These hours are from set up to 10:00 p.m. on Friday, February 16th, and 10:00 a.m. to 10:00 p.m. on Saturday and Sunday, February 17th and 18th. Signage must be professional. No handwritten signs are allowed. The Mid Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., reserve the right to remove inappropriate signage. Music of any kind is not allowed to be played at tables.

3 No tobacco or drug products allowed. The Mid Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., have the right of refusal to ensure quality of products sold and to ensure diversity, thereby avoiding repetition whenever possible. No refunds will be given for cancellations after the Vendor has been accepted for participation. Arrival and Set Up Vendors can set up between the hours of 10:00 a.m. and 5:30 p.m. on Friday, February 16, All vendors must be set up by 6:00 p.m. on Friday and remain open until 10pm every day until the festival closes on Sunday, February 18. The Hilton Hotel is offering a special accommodation rate of $ per night for MAJF participants and patrons. There are a limited number of rooms available at this special rate. Therefore, we encourage you to reserve your room(s) as soon as possible. Visit the Hilton website for further information. Vendors will also receive a 15% meal discount card for all food purchases in the Hilton s Twinbrook Grille and Riffs Lounge. Cleanup, Exiting Monday February 19, 2018 Vendors must vacate the vendor area of all products and materials by noon Monday, February 19, Cleanup The area surrounding each table/booth must be kept completely clean by each vendor during and after the MAJF. The MAJF s producer, The Jazz Academy of Music Inc., will charge a $ cleanup fee to any vendor that fails to clean up its assigned space during or after the event. Refund of Vendor Fee If a vendor is not selected, the MAJF will refund the application payment. All acceptance decisions are made by the Festival Committee and are final. Vendor fees are nonrefundable for any reason, once mutually contracted between the MAJF and the Vendor. Maryland Sales Tax Vendors are responsible for obtaining the appropriate permits and licenses as required by local authorities for conducting their business. All vendors required to pay Maryland State Sales Tax must do so on an individual basis. Please contact the Comptroller of the Treasury for the State of Maryland, Retail Sales Tax Division at , or to determine vendor responsibilities with regard to Maryland State Sales and Use Tax.

4 VENDOR INFORMATION: Vendor Name(s) Business Name Mailing Address City State Zip Code Daytime Phone Cell Phone Fax # Website Check Vendor Type: Product/Merchandise Art Vendor Product Information In 200 characters or less, please provide a statement that describes the product(s) you intend to sell. [NOTE: This statement is required for all vendors. All or a portion of your description will be listed in the 2018 MAJF Program. ]

5 Station Number Request Please review the attached festival layout document and choose three station locations in order of preference and write the station numbers in the spaces provided below: First Station Preference: _# Second Station Preference: _# Third Station Preference: _# RELEASE AND SIGNATURE The Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., do not carry insurance to cover theft, loss or damage to your products or personal property, or against personal injury. I understand that I have been advised to obtain my own insurance if necessary. My signature releases the Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., from any damage to business or personal property, or personal injury that I or my helpers may sustain while participating in the MAJF. My signature indicates that my application is complete and includes all other required materials to be submitted with this contract. I have read and understand the requirements for vendor participation in the Mid-Atlantic Jazz Festival. I agree to abide by the rules, policies, and guidelines of Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., and I understand that failure to follow these regulations may result in the expulsion from this year s MAJF, and/or from future festivals, at the sole discretion of Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc. If accepted, I agree to have Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., process my included participation fee, therefore agreeing to participate in the Mid-Atlantic Jazz Festival. I also agree to the use of my images by Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., for promotional purposes and for display on the Mid-Atlantic Jazz Festival website. I understand and agree that this signed application will act as a contractual agreement to participate in the 2018 Mid-Atlantic Jazz Festival should my application be accepted. Signature(s) Date Printed Name(s) If applying by mail, this signed application should be returned to Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., no later than Friday, January 14, However, applying online at is strongly encouraged.

6 Our mailing address is: The Mid-Atlantic Jazz Festival Attn: Iva Ambush P.O. Box 6744 Silver Spring, MD If you have additional questions, please Iva Ambush: PLEASE REMEMBER: o Include the MID-ATLANTIC JAZZ FESTIVAL VENDOR APPLICATION, completed as required. o Include your VENDOR FEE of $400 for a Basic Station ($300 for Display Table Stations and $600 for the Premium Station). CASHIER S CHECK OR MONEY ORDER accepted payable to: Jazz Academy of Music, Inc. If you would like to pay by Visa or MasterCard, please complete our online application at or contact the MAJF office at , to pay by phone. Please remember that your station is not reserved pending approval as a vendor until payment is received. o You will be notified within 10 business days if you have been accepted for vendor participation at the 2018 Mid-Atlantic Jazz Festival. o Once accepted, if you have to cancel your commitment, there is no refund of your fee. o Your check will be returned or a credit will be processed to your credit card if you are not accepted to be a vendor in the 2018 MAJF. * NSF checks will be subjected to a $34 return processing fee (To be completed by MAJF/The Jazz Academy of Music Inc.) Acceptance: The Jazz Academy of Music, Inc. Authorized Signature Date Printed Name Title

7 2018 MID-ATLANTIC JAZZ FESTIVAL VENDOR MAP FEBRUARY 16, 17 & ROCKVILLE PIKE ROCKVILLE MD 20852