Noelani Elementary School Craft and Children’s Fair

Noelani Elementary School Craft and Children’s Fair
Dear Prospective Vendor:
On behalf of the Noelani Elementary School Craft and Children’s Fair Committee we would like
to thank you for your interest in participating in the Noelani Elementary School Craft and
Children’s Fair on Saturday, November 8th, 2014.
1. APPLICATION/BOOTH ASSIGNMENTS: Noelani School parents and faculty will be
given first preference. Booth assignments will be done on a first-come, first-serve basis
and cannot be guaranteed. A particular space may be requested. However, if the space
you are requesting is not available, we will make every effort to place you in a space
near your original request.
2. NEW VENDORS: Applications will be processed beginning August 1, 2014 on a firstcome, first-served basis and in the order your application is received.
3. PRODUCT(S) TO BE SOLD: All products sold at the Craft Fair must be handcrafted by
the crafter/vendor. NO RESALE, OLD, OR USED ARTICLES MAY BE SOLD! Only
items listed on the application may be sold. Additional items may be added after
submission of your application with the approval of the Craft Fair Committee.
4. PARKING: Parking passes will be issued at check-in on the morning of the fair. One
parking pass will be issued per booth.
5. CANCELLATIONS/REFUNDS: Booth fees and/or deposits will be returned to you if you
meet all specifications as stated in #4 of the Vendor Agreement.
6. Noelani School Craft and Children’s Fair Committee reserves the right to refuse
participation to any crafter/vendor.
Thank you again for your continued interest and support in our Craft and Children’s Fair. The
Noelani PTA and Craft and Children’s Fair Committee is made up of parent, family, alumni and
community volunteers. Please keep in mind that we are all volunteers and we will do our best to
answer your calls and/or e-mails and accommodate your requests as soon as we can. We
appreciate your support in such a worthy cause.
If you have any questions, please e-mail us at noelanicraftfair@gmail.com
Thank you,
Noelani Craft and Children’s Fair Committee
NOELANI ELEMENTARY SCHOOL CRAFT AND CHILDREN’S FAIR VENDOR AGREEMENT
Effective 07/11
These conditions have been established to protect the safety, health, and welfare of the public and to promote the best
interests of all crafters/vendors and Noelani Elementary School (“Noelani School”).
THE CRAFTER/VENDOR AGREES TO READ AND ABIDE BY THE FOLLOWING CONDITIONS GOVERNING THIS
CRAFT FAIR:
1. BOOTHSPACE- Booth space measurements are as follows:
• Inside Cafeteria 6’ x 2’ – One (1) Cafeteria table provided – Booth #’s 1 – 42
• Outside Covered Lanai 14’ x 3’ – Sidewalk/Bring Own Table – Booth #’s 43 – 54
• Outside Tent Space 11’ x 11’ – Grass Area/Bring Own Tent & Table – Booth #’s 55 – 125
2. EQUIPMENT – Vendors are responsible for providing their own equipment. This includes tents, tables, chairs, display
racks, etc. All equipment must not exceed your allotted space. Tent size must not exceed 10’ x 10’ and must be
tied down securely. Cafeteria tables will be provided, unless we are notified. Please do not drive nails, tacks,
screws or other items that may puncture floors, walls, sidewalks, benches, tables, or trees on
Noelani School’s campus.
3. FEES – Booth fees are as follows:
• $100.00 – All booths are the same price.
• $ 20.00 – Additional fee for booth sharing (Two vendors in one booth)
• $ 20.00 – Late Fee – Applications received after October 31.
• $ 20.00 – Service Charge per item for checks returned by the bank. Repayment must be made by
cashiers check or money order and must include the $20.00 service fee per item returned.
4. CANCELLATIONS AND REFUNDS – Please provide a written statement of cancellation postmarked by the last Friday
in October to receive a full refund. After the last Friday in October, you will forfeit your booth fee.
5. BOOTH SHARING – Booth sharing will be allowed only if application and fees are submitted.
6. PARKING PASSES – One parking pass will be issued to each paying vendor the morning of the fair. Parking passes
allow the Vendor to park in designated Vendor Parking Areas. After unloading, Vendor’s Vehicle must be moved
to the designated Vendor Parking. Parking passes must be prominently displayed on your vehicles rear view
mirror upon entering the parking area.
Once the parking lot is open to the public, you are not guaranteed a space even if you have a pass.
7. NOTIFICATION OF ACCEPTANCE – If you are accepted to participate, you will receive a Confirmation Notice with
your booth assignment, and additional information/flyers.
8. PRODUCTS FOR SALE – All items sold at the Noelani Craft and Children’s Fair must be made by crafter/vendor.
NO RESALE, OLD OR USED ARTICLES CAN BE SOLD! The crafter/vendor may only sell items listed on
the application. NO FOOD AND/OR DRINK SAMPLING IS ALLOWED. OUTSIDE FOOD/DRINK
IS PROHIBITED AND IS RESERVED FOR SALE BY NOELANI SCHOOL.
9. CRAFTER DONATION – Noelani School welcomes and gladly accepts donations that will be used for Teacher
Appreciation Week which is held toward the end of the school year. You will receive a letter acknowledging your
donation. If you would like to donate an item(s) to our teachers, please drop-off your donations at the time of
check-in.
10. SET-UP – Doors to the cafeteria will open and tent set-up may begin no earlier than 6:00 a.m. All crafters/vendors
must be set-up by 8:00 a.m. Outside tents may be set up after 4 p.m. the day before the fair. Overnight security
will be provided by Phoenix Security Hawaii from 6:00pm Friday night to 5:30am Saturday morning. Noelani
School shall not be held liable for any Crafter/Vendor property left overnight.
11. UNLOADING – On the morning of the Fair, you will be directed to your designated unloading area. If available,
student and adult volunteers may be available to assist you. Due to liability, our volunteers will not be responsible
for carrying heavy or bulky items. Please note that parking lot gates will open no earlier than 6:00 a.m.
12. BOOTH HOURS – Booths are expected to remain open for the duration of the Craft Fair; 8:00 a.m. – 2:00 p.m. unless
you sell out of products.
13. CHECK-IN TIME – Check in by all crafters/vendors is mandatory at the Registration/Information booth no later than
8:00 a.m. At check-in, you may receive last minute instructions.
14. CLEAN-UP – Vendors are responsible for cleaning up their assigned area. Please do not leave large boxes, or
rubbish on school campus. Please take all your rubbish with you.
15. CAMPUS SECURITY – Security will be provided by a security officer during the Craft and Children’s Fair to
assure mutual safety of all participants on campus. Overnight Security will be provided.
Page 1 of 2
NOELANI ELEMENTARY SCHOOL CRAFT AND CHILDREN’S FAIR VENDOR AGREEMENT
Effective 07/11
16. FIRST AID – Treatment will be available on campus by a qualified health professional from 9am to 2pm.
17. TAX RULES – Tax clearance certificates are required from crafters/vendors who participate in craft fairs held
at DOE schools. Crafters/Vendors without proper State Tax Clearance will be denied the use of school facilities
or grounds. Tax clearance certificates are free and good for six months. For questions regarding State Tax
Clearances please contact the State Department of Taxation at 587-4242. Tax clearance certificates are
needed by the last Friday in October. Send tax Clearance to:
Noelani Craft Fair
c/o Noelani Elementary School
2655 Woodlawn Drive
Honolulu, Hawaii 96822
18. SMOKING – Smoking is not allowed and is prohibited on campus.
19. FUTURE CRAFT FAIRS – Applications for next year’s event will be available in July 2015 via snail mail and/or e-mail.
st
Please note that new vendor applications will be processed after July 31 . All returning vendors will have 1st
priority until July 31st. After the deadline, your booth will be open to all vendors and you will be assigned a booth
upon receipt of your application.
The Crafter/Vendor shall be personally liable for all taxes whether excise, income, or any other levy related to income earned by the
Crafter/Vendor at this Craft Fair.
This agreement shall not be changed, altered modified, or otherwise transferred by either party without written consent and shall not
be considered as a joint venture or partnership between the Crafter/Vendor and Noelani School.
Noelani School shall not ne held liable for any damaged, lost, or stolen items brought to the premises by the Crafter/Vendor.
Crafter/Vendor shall defend, indemnify, and hold Noelani School, along with its officers, employees, or agents, harmless from and
against any and all claims and actions for personal injury, death, and property damage arising from or resulting from or in anyway
connected with the operation of the booth of the Crafter/Vendor at the Craft Fair, including claims by the employees of the
Crafter/Vendor against Noelani School.
GOT QUESTIONS?
PLEASE DO NOT CALL THE SCHOOL!
E-mail us at: noelanicraftfair@gmail.com
PLEASE NOTE: Failure to comply with the terms of this Agreement and may result in the
forfeiture of your security deposit and the removal of your name from our mailing list.
Page 2 of 2
BOOTH # __________
NOELANI ELEMENTARY SCHOOL CRAFT AND CHILDREN’S FAIR
SATURDAY, NOVEMBER 8, 2014
8:00 a.m. – 2:00 p.m.
NEW VENDOR APPLICATION
PLEASE FILL OUT COMPLETELY, INCOMPLETE APPLICATIONS MAY CAUSE A DELAY IN PROCESSING
Vendor Contact Name:
Company Name/DBA:
Mailing Address:
City, State, Zip
Contact Phone (Cellular):
E-mail address:
Will you be sharing a booth?____ no, continue to next section
____ yes, please complete this section
Sharing Vendor Contact Name:
Company Name/DBA :
Sharing Vendor Phone Number:
Sharing Vendor E-mail Address:
BOOTH # REQUEST: 1st choice _____ 2nd choice _____ 3rd choice _____ You will be placed in nearest open booth
BOOTH FEES:
$100.00 each
# of booths
booth fee
due $
BOOTH SHARING FEE:
$20.00 each
booth fee
due $
(Please enclose separate check)
total due $
LATE FEE: (If application received after 10/31/14)
$20.00
due $
Total amount enclosed: $
MAKE CHECK PAYABLE TO: NOELANI PTA
Please indicate the category that best describes the products being sold
____Jewelry ____Baby Items ____Pre-designed Items
____Women's Apparel/Accessories ____Men's Apparel/Accessories
____ Spices ____ Seasonal Items ____ Household Items ____Pet Friendly Items ____Other
Please list all items to be sold (attach separate sheet if necessary)
Please provide two (2) legal-sized, self-addressed stamped envelope so that we may send the following:
1. Instructions/your confirmation/ booth assignment 2. Next year's Application
Mail Application, Tax Clearance, Checks and Envelopes to:
Noelani Craft Fair
c/o Noelani Elementary School
2655 Woodlawn Drive
Honolulu, Hawaii 96822
I/We certify that I/We have completed the above application to the best of my/our knowledge.
I/We have thoroughly read the attached Vendor Agreement and I/We agree to abide by the rules and terms set forth.
Primary Vendor Signature:
Date
Sharing Vendor Signature:
Date
Please keep a copy of this Application and Craft Fair Agreement for your records. Application good only for the 2014 Craft Fair
Handicap Parking requested_______ ___Please provide Placard # ________________________
FOR PTA USE ONLY:
Date received:
booth fee recd: $
Tax clearance recv'd
received by:
ck #
Tax clearance needed
confirmation mailed
pass #
donation
no donation
donation letter mailed
Booth # ____________
Jumper
JUMPER
RIDE
JUMPER
SHADE TENT
PORTABLE 131
130
129
128
KEIKI GAMES
SCRIPT BOOTH
PORTABLE "B" BUILDING
127
126
125
PORTABLE 115
116
117
118
119
120
121
122
123
124
114
113
112
111
110
109
108
107
106
105
95
96
97
98
99
100
101
102
103
104
94
93
92
91
90
89
88
87
86
85
75
76
77
78
79
80
81
82
83
84
74
73
72
71
70
69
68
67
66
65
56
57
59
61
62
S
T
A
G
E
LIBRARY
L
U
N
C
H
FIRST AID
SNACK SHOP
55
58
63
64
K.C. WAFFLE DOG
60
54
53
52
51
50
49
48
47
46
45
44
43
P
L
A
N
T
S
S
T
A
G
E
T
E
N
T
S
BEVERAGES
42
31
30
19
18
7
6
41
32
29
20
17
8
5
40
33
28
21
16
9
4
39
34
27
22
15
10
3
38
35
26
23
14
11
2
37
36
25
24
13
12
1
C A F E T E R I A
Unloading Zone A
COFFEE
"A"BUILDING OFFICE
Unloading Zone B
REGISTRATION
K
I
T
C
H
E
N