Vendor Info + Application

vendor packet
July 18 th & August 15 th
BAY MEADOWS PARK
San Mateo, CA
hello
Thank you for your interest in becoming a part of the 2015 Movies in the Meadow Night Design Market.
Our mission is to create an enduring summer series that celebrates creation, innovation and community
on the mid-Peninsula and we hope you’ll consider joining this fun, family-friendly (and date-night!)
event. In addition to the curated night design market, the event includes a street food market, games,
music, a movie screening, picnic areas and a specialty beer + wine garden. The Night Design market
is a place for consumers to shop, peruse and become aware of your work in an aesthetically-pleasing
environment with like-minded brands and sponsors.
Our estimated attendance this year is ~3000 people per night. We hope you and your business will be
able to join us at one or both nights to benefit and contribute to the community. Please be in touch with
any questions!
Best,
Jeannine Bennecourt
Event Manager, Off the Grid
Have a question? Email us at Vendors@MoviesInTheMeadow.com
log istics
APPLICATION REQUIRED
Because it is important to ensure a variety of market offerings for the success of our vendors, to ensure brand
congruency, and to manage demand, participation in the night market is subject to acceptance of the following
application. Once accepted, you will have 3 days to make payment or your placement will be nullified and offered to
another participant.
REGISTRATION DETAILS
Spaces will be assigned on a first-paid basis.
location
The Movies in the Meadow Night Design market will be held at Bay Meadows Park, located at:
381 E. 28th Avenue, San Mateo, CA 94403.
SET UP FOR BUSINESS/FOOD VENDORS & SPONSORS
Event setup will be held on the day of the event from 1:00pm-3:30pm. The Event will be held from 5:30-11:00p. Event
breakdown and loading of displays will take place from 10:30am-11:00pm. Any vendor arriving after 3:30p will NOT be
allowed to participate. Please allow plenty of time to set up your shop.
ENTERING THE MARKET SITE FOR LOAD-IN
Loading area is located at Bay Meadows Park. Please unload your single vehicle quickly, park it, and then start working
on your market space. A volunteer will greet you at either entrance to direct you to your assigned space. You will need
to bring your own hand trolley and loading equipment. The market is not accessible via vehicle.
PARKING
Parking during the event will be provided at the San Mateo Events Center, which is located adjacent to the park. Vendor
parking passes will be provided at check-in.
YOUR MARKET SPACE
We have very limited electrical power, so if possible, please bring your own. We will provide one (1) tent, one (1) 6ft
table, and two (2) chairs. It is the responsibility of the vendor to bring and maintain whatever they need for the day—
including linens, side walls, etc. Your shop must remain open for the duration of the event. All boxes and packaging
must be properly concealed in vendor stalls. Displays cannot breach designated vendor space. You will be responsible
for obtaining proper vendor permits and for collecting sales tax on all items sold or the proper food permits for health
codes. Off the Grid will not assume responsibility for any damaged, lost, or stolen items.
BREAKDOWN & CLEAN UP
Event breakdown and loading of displays will take place from 10:00pm-11:00pm. You are responsible for cleaning
your booth space after the event. The venue will be equipped with trash receptacles, however, if excessive trash is
anticipated, you are expected to bring their own trash bags and dispose of them properly.
Due to limited space and high volume of vendor applications, deposits will be non-refundable.
Have a question? Email us at Vendors@MoviesInTheMeadow.com
D es i g n F o c u sed B ooth D isp lays
One of the great things about the Movies in the Meadow Night Market is that you have the option to completely
customize your vending space to create an unforgettable experience for shoppers. We encourage you to get creative
and build out your space. Use the floor ( a well manicured park lawn), use the walls, use the rafter if need be. Please
bring everything you need to build out your space with you. This includes tables, rolling racks, chairs, hooks for wall
space, etc. To ensure design market consistency and our standards are met, we reserve the right to request changes
or modifications to booth displays even after set up. To minimize this risk, we recommend sending your merchandising
plans/concepts in advance (this is not required, just recommended for ease). Please take a look at the photos below to
get a feel for past customizations and expectations for our vending partners.
For more tips and ideas on effective booth displays, follow our Pinterest Page:
www.pinterest.com/?????????
Have a question? Email us at Vendors@MoviesInTheMeadow.com
ap p lication
Now that you’ve read through the info, we invite you to apply to be part of this exciting event.
Sign up online, email or mail to the addresses listed below.
BOOTH DETAILS
CONTACT NAME
All booths are 10’ x 10’ and have
MAILING ADDRESS
a fee of $100.00.
Let us know which date(s) you are
PHONE
interested in and which options
you would like to add.
E-MAIL
July 18th
DESCRIPTION OF COMPANY/PRODUCT
OPTIONS
Side Wall - $25.00
White Linen - $25.00
August 15th
OPTIONS
Side Wall - $25.00
White Linen - $25.00
Prize Pack
DESCRIPTION OF PARTICIPATION IN PAST MARKETS (if possible, include photo of booth merchandising)
To gain added exposure to your
company in the pre-event marketing
effort, we offer accepted market
participants to provide a prize
pack that will be used in the event
promotion efforts. If you would like
to donate an item to the prize pack,
please list it below and include a photo
of the prize (which will be redeemed/
claimed the night of the event).
DESCRIPTION OF ITEM DONATED
URL (ONLINE PRESENCE)
RETAIL VALUE
NAME OF BUSINESS as you want it to appear in signage and in program
submission
Please mail completed forms and documents to:
Upon acceptance into the
market, you will have three days
2600 South Delaware Street, San Mateo, CA, 94403
to issue payment and can either
Or send via email to:
mail payment or pay online.
Vendors@MoviesInTheMeadow.com
Have a question? Email us at Vendors@MoviesInTheMeadow.com
S u m m er 2 0 1 5 Nig ht M ar k et Ag r eem ent
Welcome to the 2015 Movies in the Meadow presented by Off the Grid®! Off the Grid will help you participate in its
Markets, as an approved vendor, in a safe and legal manner. Off the Grid will secure all applicable permits to stage
Markets for food trucks at each of its respective Market locations and provide promotional and marketing support
for Market. This Agreement defines your duties and obligations as an approved Vendor to participant in Off the Grid
Movie in the Meadow.
definitions
“Vendor” is defined as the person(s) and/or entity agreeing to the terms of this Agreement. The term “Vendors” as
used in this Agreement is meant to include and incorporates Vendor as the person(s) and/or entity agreeing to the
terms of this Agreement. “Off the Grid” refers to Off the Grid Services, a Limited Liability Company, with headquarters
in San Francisco and collectively its owners, employees, and agents.
MARKET RULES AND REGULATIONS
Market Arrival and Departure:
Loading area is located at Bay Meadows Park. You will unload your single vehicle quickly to ensure adequate time to
set up your booth. You will receive a confirmation email a week prior to the event that will include your tent number.
Once you arrive on-site you will need to find the tent with the corresponding number. You will need to bring your own
hand trolley and loading equipment. The market isn’t accessible via vehicle.
Parking during the event will be provided at the San Mateo Events Center, which is located adjacent to the park.
Vendor parking passes will be provided at check-in.
Event breakdown and loading of displays will take place from 10:30pm-11:00pm. You are responsible for cleaning
your booth space after the event. The venue will be equipped with trash receptacles, however, if excessive trash is
anticipated, you are expected to bring their own trash bags and dis¬pose of them properly.
VENDOR OBLIGATIONS
Event setup will be held on the day of the event from 1:00pm-3:30pm. The Event will be held from 5:30-10:30p. Event
breakdown and loading of displays will take place from 10:30am-11:00pm. Any vendor arriving after 3:00pm will be
fined a $50.00 fee. Any vendor arriving after 3:30pm will NOT be allowed to participate. Please allow plenty of time
for setup.
We have very limited electrical power, so if possible; please bring your own quietpact generator. We will provide one
(1) tent, one (1) 6ft table, and two (2) chairs. It is the responsibility of the vendor to bring and maintain whatever
they need for the day—including linens, side walls, etc. Your shop must remain open for the duration of the event. A
$50 fee will be charged for early breakdown. All boxes and packaging must be properly concealed in vendor stalls.
Displays cannot breach designated vendor space. You will be responsible for obtaining proper vendor permits and for
collecting sales tax on all items sold. Movies in the Meadow will not assume responsibility for any damaged, lost, or
stolen items.
One of the great things about the Movies in the Meadow Night Market is that you have the option to completely
customize your vending space to create an unforgettable experience for shoppers. We encourage you to get creative
and build out your space. Use the floor, use the walls, use the rafter if need be. Please bring everything you need
to build out your space with you. This includes tables, rolling racks, chairs, hooks for wall space, etc. To ensure
a standard design consistency is achieved, we reserve the right to request changes or modifications to booth
displays once you are set up. To minimize this risk, we suggest sending over merchandising plans /concepts to us in
advance although that is not required. Please refer to the application package for links and suggestions to better
Have a question? Email us at Vendors@MoviesInTheMeadow.com
S u m m er 2 0 1 5 Nig ht M ar k et Ag r eem ent
understand the space customizations that we expect out of our vending partners.
GENERAL TERMS
1. Vendor assumes financial liability for any personal injury or property damage directly or indirectly caused by an
act or omission of Vendor, Vendor’s employees, Vendor’s agents or Vendor’s property while at a Market. Any expense
incurred by Off the Grid® or a client of Off the Grid as a result of any personal injury or property damage directly or
indirectly caused by an act or omission of Vendor, Vendor’s employees, Vendor’s agents or Vendor’s property will be
payable by Vendor to Off the Grid within 48 hours after Vendor receives Off the Grid’s invoice for reimbursement for
the expense Off the Grid incurred because of the damage.
2. Vendor agrees to indemnify, hold harmless and defend Off the Grid in all administrative and court proceedings,
without cost to Off the Grid, from all claims, including but not limited to personal injury and property damage, arising
directly or indirectly from Vendor’s negligence.
3. Vendor is required to provide their own power and fuel as needed for all Market shifts. Use of a quiet-pack
(57-65db) internal generator is also required to control external noise at Markets and Events.
4. Spaces will be assigned on a first-paid basis and due to limited space and high volume of vendor applications,
deposits are non refundable.
MARKET FEES
5. Contract Entry Fee: Vendor is required to pay a $100 market entry fee for each Market in which it operates.
6. Penalty Fees: (Persistent penalties may result in the termination of this Agreement)
6.1 Off the Grid reserves the right to enforce a fine of $50.00 per occurrence for each of the following: 1) Late arrival
after confirmed/contracted arrival time, 2) early break down or closing service window prior to posted service time
without prior authorization from Off the Grid, 3) Departure from the Market without acknowledgment from Market
Staff, 4)Departure from the Market after posted departure time
MISCELLANEOUS TERMS
7. Vendor may not assign, sublicense, or otherwise transfer this Agreement or Vendor’s rights and obligations
hereunder without prior written consent of Off the Grid.
8. This Agreement supersedes any prior written agreement or understandings between Vendor and Off the Grid. If
any provision of this Agreement, or the application of such provision, is held invalid, the remainder of the Agreement
and its provisions shall not be affected thereby.
9. This Agreement is governed, and must be construed, in accordance with the laws of the state of California and the
City and County of San Francisco.
Have a question? Email us at Vendors@MoviesInTheMeadow.com
S u m m er 2 0 1 5 Nig ht M ar k et Ag r eem ent
CONFIRMATION
Please initial each page and sign below to confirm that you have read, understand, and will comply with
Off the Grid®: 2015 Movies in the Meadow Agreement as a participating vendor.
APPLICANT NAME
SIGNATURE OF VENDOR DATE
OFF THE GRID VENDOR MANAGER NAME
OFF THE GRID VENDOR MANAGER SIGNATURE DATE
Have a question? Email us at Vendors@MoviesInTheMeadow.com