CelebrAsian 2016 - Iowa Asian Alliance

CelebrAsian
May 27 -28th, 2016
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Presents
CelebrAsian 2016
14th ANNUAL ASIAN HERITAGE FESTIVAL
Friday, May 27th, 2016, 11am – 9pm
Saturday, May 28th, 2016, 11am – 10pm
Western Gateway Park—Des Moines, IA
VENDOR
APPLICATION
Sign up today for the 14th Annual Asian Heritage Festival, CelebrAsian!
www.IowaAsianAlliance.com
Be a part of the largest and fastest
growing Asian American event in the state of Iowa.
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CelebrAsian
May 27 -28th, 2016
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February 22, 2016
Dear CelebrAsian Vendor,
The Iowa Asian Alliance and its communities invite you to showcase your
business/organization at CelebrAsian 2016: The Fourteenth Annual Asian Heritage
Festival! This year’s theme is Light The Way. It is only with your participation that we are
able to work towards uniting Iowa’s diverse Asians, Asian Americans and Pacific
Islanders in this event’s blend of past traditions and contemporary contributions that
cultivate life-long learning of our diverse communities.
Board of Directors
Chairman
Rona Berinobis
Secretary
Ellen Yee
Treasurer
Mark Theis
Directors
Annette Adams
Olga Dobbins
Nathan Ritz
Vinodh Sankaranthi
Honorary Chairman
Gov. Robert D. Ray
Chair Emeritus
BJ Do
Christopher McDonald
San Wong
Tony Nguyen
Nu Huynh
Whether you are interested in connecting with the Asian American workforce, promoting
your products and services to the Asian American consumers, diversifying the quality of
life in Iowa in order to attract more global citizens to the community, or all of the above;
your presence as a vendor at the annual CelebrAsian Festival is an important investment
that can help you achieve your goals.
2015 festival changes resulted in overwhelming positive results and a record year for
CelebrAsian. However, there is much room for improvement and we are implementing
more changes to ensure a quality festival experience for all participants. We are
committed to continue our tradition of giving back to our communities in Iowa and help
manage expenses to ensure a quality festival that is FREE and welcoming to all attendees.
I would like to introduce you to our festival leaders this year as well as your contacts for
Vendor questions. These talented and energetic volunteer leaders have been working hard
to coordinate this year’s festival. Should you have any questions/comments, do not
hesitate to contact them.
Prem Chandrasekaran, Village/Vendor Chair: premc.us@gmail.com, 515-612-3933
Brandon Bennett, Village/Vendor Vice Chair: bbennettiaa@gmail.com, 515-975-7170
Michelle Yoshimura, Festival Chair: yoshimura@iowaasianalliance.com, 515-490-5122
Liat Kinard, Festival Vice Chair: liat@iowaasianalliance.com, 515-491-6612
Please refer to the enclosed packet for all 2016 registration fees and guidelines.
We look forward to partnering with you on the best CelebrAsian yet!
Sincerely,
Nu Huynh
Executive Director, Iowa Asian Alliance
nu@iowaasianalliance.com
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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Table of Contents
VENDOR FEE STRUCTURE ...........................................................................................................................................4
VENDOR REGISTRATION .............................................................................................................................................5
ONLINE REGISTRATION ..............................................................................................................................................5
MAIL-IN REGISTRATION..............................................................................................................................................5
VENDOR REGISTRATION CONT. ..................................................................................................................................6
VENDOR AGREEMENT ................................................................................................................................................7
VENDOR CHECKLIST AND IMPORTANT DATES .............................................................................................................9
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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VENDOR FEE STRUCTURE
CelebrAsian offers three distinct categories for businesses and organizations to get involved. Pricing and criteria for each
of these opportunities is detailed below. If you have questions about vendor categories and pricing, please contact
festival leadership team listed on page 2.
CATEGORIES – MUST MEET LISTED CRITERIA:
Established Vendor
 Established business with a store-front or full-time operation
 Have two or more employees
Emerging Entrepreneur
 Non-established business or part-time home-based operation
 Is a single person operating entity with no additional paid employees
 Must show proof of status
Non-Profit Exhibitor
 A 501 c(3) not-for-profit vendor
 Must show proof of status
Established
Vendor/Exhibitor
$600
Emerging
Entrepreneur
$400
Non-Profit
Exhibitor
$400
Refundable Damage Deposit
$150
$150
$150
Friday Participation Fee (optional)
$150
$150
$150
$125/per outlet
$125/per outlet
$125/per outlet
Additional Tables (optional)
$10/each
$10/each
$10/each
Additional Chairs (optional)
$2/each
$2/each
$2/each
Registration Fee by March 31st
(includes 10 x 10 tent, table, and 2 chairs)
Electricity (optional)
Registration Fee April 1st to April 22nd
*additional $50 processing fee
$650
$450
$450
Register by March 31st, 2016 to avoid additional processing fee of $50. Deadline for all registrations is Friday,
April 22, 2016. If you have any questions regarding your registration and/or payment, you may contact the
Village & Vendor Chair or Vice Chair as listed above.
IAA reserves the right to prohibit any booth or proposed booth which in its opinion is not suitable to, or in keeping
with the character of, the celebration. This reservation concerns persons, objects, conduct, printed matter,
souvenirs, types of foods, and all other items that affect the character of the celebration.
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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VENDOR REGISTRATION
Register by March 31st to avoid an additional processing of $50. Deadline for all registrations and full
payment is Friday, April 22nd, 2016.
ONLINE REGISTRATION
Complete online registration and full payment at: http://www.iowaasianalliance.com/celebrasian-vendor-registrationoptions
MAIL-IN REGISTRATION
If you prefer to print your application and mail in check payment, please download mail-in form and following the
instructions in it.
Restrictions for Food Sales:
If you intend to sell food products, application for Temporary Food Establishment License’ should be completed by
restaurant owner/food selling tent and submitted to the Iowa Department of Inspections and Appeals. An
inspector from the Iowa Department of Inspections and Appeals will be scheduled to meet with restaurant
owners/food selling tents prior to the Festival. Please identify the food items you will be selling. You will only be
permitted to sell what you have listed. IAA may limit quantity of similar vendors. IAA reserves the right to exclude
applicants whose products and/or services are inconsistent with the mission and vision of IAA. You must meet the
following criteria:
1. Must have a valid Temporary Food Establishment License
2. Must have Sales Tax Permit
3. Food Approved Source – Refer to ‘Application for Temporary Food Establishment License’
4. ONLY sell cultural beverages and hot drinks – NO water, sodas or alcohol may be sold.
5. If you have any questions about tents and pricing, please contact Village Chair or Vice-Chair.
Booths: Each vendor is required to present a booth that represents their organization in a professional, clean and
appealing manner. Iowa Asian Alliance will supply the following:




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One 10' x 10' tented space
One professionally designed tent banner with vendor’s name (Do NOT use this sign for any other purpose)
One 8 ft. long table and two chairs (additional quantities may be ordered)
Ceiling lighting inside tent - no additional lighting is provided
Access to vehicle drive-in for setup and tear down only
Volunteer assistance with transport of materials
Vendors are responsible for supplying all other equipment necessary for their operation. All materials brought in
during set-up must be completely removed before leaving at the end of the event.
Festival management, in its sole discretion, has the right to remove any signage during the event. All Festival
banners displaying the vendor’s name are the property of Iowa Asian Alliance. Signage is not to be taken from the
Festival site or written on. Failure to follow signage rules will result in partial or total loss of deposit.
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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VENDOR REGISTRATION cont.
Set Up:
 Friday, May 27, 2016
o Unload ONLY between 8 AM and 10 AM – NO vehicles allowed onto festival site after 10 AM.
o Food/Gift Vendors must remain open till 9 PM. Tear Down/Vehicle Loading AFTER 9 PM.
 Saturday, May 28, 2016
o Unload ONLY between 8 AM and 10 AM – NO vehicles allowed onto festival site after 10 AM.
o Food/Gift Vendors must remain open till 10 PM. Tear Down/Vehicle Loading AFTER 10 PM.
 IAA does not allow putting respective village flags on or outside their tent. Villages can keep their flags
inside their tent, if they prefer to showcase the country or community.
 Villages and Vendors are prohibited from setting up pop-up tents in their village. If IAA discovers a Village
or Vendor has set up extra tents in their village, IAA has the right to remove it.
 If you are doing any type of cooking, protection (such as roofing paper) must be underneath all cooking
area(s) to prevent oil and grease stains – vendors that failed to do this may lose their deposit and/or
their ability to participate.
Clean-Up:
 To be consistent with event best practices and minimize damage to rented equipment, each
village/vendor is responsible for paying a refundable $150 damage deposit per tent, which will guarantee
all rented items are returned in original condition and your village space is cleaned up at the end of the
day.
 Each Vendor is responsible for clean-up and must keep their area free of trash, food scraps, litter, etc.
Locations of dumpsters will be made available on the final site map.
 Each Food Vendor will have direct access to oil/grease collection containers located near his/her tent. All
grease and oil needs must be properly disposed of into provided containers or taken with you.
 Vendor may forfeit damage deposit refund if found of improper disposal of any grease, oil or trash
during festival participation and cleanup.
Security:
 There will be 24-hour security on-site during the event. Security presence does not guarantee against
theft or loss.
 Vendors are responsible for their own security with respect to cash, equipment, goods or supplies.
 Iowa Asian Alliance is not responsible for lost, stolen and/or damaged property of Vendors. Please secure
your tent at night and close all sides, if applicable.
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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VENDOR AGREEMENT
Please complete this form, make a copy for your records, and return one copy with full payment
(payable to “Iowa Asian Alliance”) at the listed billing address. For information or questions regarding
your payment, please contact your festival leaders. Full payment and completed forms must be received
in order to secure a vendor space.
2016 CelebrAsian Terms and Conditions
I understand that during my involvement in the Asian Heritage Festival (“Festival”) there are potential
dangers and hazards, both known and unknown, in participating in any of the activities at the Asian
Heritage Festival, including, but specifically not limited to, takraw, ping-pong, any of the martial arts
activities, and/or participating in any activity with the activities center, on the stage, or in the villages. I
acknowledge that these risks include injury or death. In consideration of being permitted to participate
in 2016 Asian Heritage Festival and in recognition of the inherent risks of the activity, on behalf of
myself, my personal representatives, my heirs, and my assigns, I hereby release, waive and forever
discharge the Asian Heritage Festival and Iowa Asian Alliance and its officers, directors, employees,
representatives, agents, and volunteers (“Releasees”), from any and all liability for injury, including
death, and property loss or damage that may result from, arise out of, or be related to my participation
in the Festival, including, but not limited to, my use of the Festival facilities or equipment or my travel in
connection with the Festival, whether caused in whole or in part by my fault or negligence, the fault or
negligence of the Releasees or the fault or negligence of any third party. I agree to indemnify and hold
harmless the Releasees from such liability whether injury, loss or damage is caused in whole or in part by
my fault or negligence, the fault or negligence of the Releasee or the fault or negligence of any third
party.
By signing below I acknowledge that I know, understand, and appreciate the potential dangers
associated with my participation in the Festival and use of Festival facilities and equipment in connection
with the Festival. These hazards may include, but are not limited to, bodily injury, exacerbation of
personal medical conditions, strains, sprains, mouth or eye injuries, accidents associated with vehicle
travel, mechanical breakdown, and property loss or damage. If I elect to participate in the Festival, I do
so voluntarily and totally at my own risk.
This Waiver and Release shall be governed in accordance with the substantive and procedural laws of
the State of Iowa without regard to its conflicts of law provisions. All disputes arising hereunder shall be
brought in the state courts having jurisdiction in Polk County, Iowa and I hereby consent to the
jurisdiction of such courts, agree to accept service of process by mail, and hereby waive any jurisdictional
or venue defenses otherwise available to me.
By signing below, I further acknowledge and represent that I have read the foregoing, fully understand it,
and sign it voluntarily as my own free act and deed. No oral representations, statements or
inducements, apart from the foregoing written agreement, have been made.
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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ALL VENDORS MUST REVIEW & MEET THE FOLLOWING REQUIREMENTS:
1. Participants will arrive NO earlier than 8 AM Friday, May 27th (if applicable) and 8 AM Saturday, May 28th to
set up their booth.
2. As a registered Vendor you are contracted to be open and fully operational during ALL Festival hours –
Friday, May 27th from 11am to 9pm (if you registered for Friday) and Saturday, May 28th from 11am to
10pm. (EXCEPTIONS apply to non-food and non-gift vendors/exhibitors).
3. All Tear Down and Vehicle Loading will take place AFTER festival ends – May 27 at 9pm and May 28 at
10pm.
4. No vendor will be allowed to set up without prior payment. All rental spaces must be paid in full.
5. No alcohol, sodas and water may be served or sold by vendors outside of Iowa Asian Alliance (IAA).
6. Each participant will be responsible for cleaning and bringing their own trash cans/bags. They should
designate one representative to help clean up the premises.
7. A valid sales tax permit for the State of Iowa is required. If you do not have a sales tax permit, a temporary
permit will be issued to you.
8. Each participant must turn in an application for Temporary Food Establishment, if selling food.
9. The IAA will not be responsible for any injury to participants or for any loss or damage to any property
including by reason of weather, fire, accident, theft, or any other cause.
10. Each participant is responsible for all injury, damage, loss and death caused by participant or its employees
in connection with its participation at the Festival.
11. The IAA reserves the right to prohibit any booth or proposed booth which in its opinion is not suitable to,
or in keeping with the character of, the celebration. This reservation concerns persons, objects, conduct,
printed matter, souvenirs, types of foods, and all other items that affect the character of the celebration.
12. Participant understands and agrees that the IAA shall have the right to limit, control, regulate, or otherwise
prohibit all signage of vendor to ensure consistency of signage and branding.
13. Participants agree to ONLY sell cultural beverages and hot drinks. NO water, sodas or alcohol.
14. IAA does not allow putting respective village flags on or outside their tent. Villages can keep their flags
inside their tent, if they prefer to showcase the country or community.
15. Villages and Vendors are prohibited from setting up pop-up tents in their village due to the restrictions and
policies of the Western Gateway Park area. If IAA discovers a Village or Vendor has set up extra tents in
their village, IAA has the right to remove it.
16. There is absolutely NO STAKING in lawn areas. All items must be weighted and all personal equipment
must be removed by end of festival.
17. Working areas, grass and concrete MUST be protected from potential oil and grease spills or full damage
deposit will not be refunded – usage of Roofing Paper material is required.
18. Base registration fee is non-refundable if cancellations are made after May 1st.
19. All vendors on the Festival site are required to provide Certificate of Insurance. Please inform your liability
insurance carrier to issue a certificate of insurance showing liability insurance coverage for the 2016
CelebrAsian Festival and listing Iowa Asian Alliance as “Additional Insured” for the period of May 27th-28th,
2016. The Iowa Asian Alliance should be listed as the certificate holder as well. No set up is allowed
without the appropriate insurance.
**FAILURE TO COMPLY WITH FESTIVAL REQUIREMENTS MAY RESULT IN NO DEPOSIT REFUND
AND/OR REMOVAL FROM EVENT AND FUTURE FESTIVALS.**
www.IowaAsianAlliance.com
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CelebrAsian
May 27 -28th, 2016
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Vendor Checklist and Important Dates
Thursday, March 31st, 2016
 Vendor Application and Payment Due
 Additional processing fee of $50 for applications submitted on or after April 1st, 2016.
Monday, April 4th, 2016 – VENDOR attendance required.
_____ Village Leaders and Vendor Meeting - An Inspector from the Iowa Dept. of Inspection and Appeals
will present an overview of all requirements on temporary food license, food prep, restrictions,
and sales tax reporting.
_____ Temporary Food License (Contact Iowa Department of Inspections and Appeals – 515-281-6538)
_____ Security will also present critical information on safety and security to ensure a safe festival.
Iowa Sales Tax: All vendors must have a State of Iowa tax identification number before the start of the event. All
vendors, except those with a State of Iowa sales tax exemption number, must collect and pay the Iowa State Tax
Commission 6% sales tax on gross receipts. Please return the Iowa Temporary Sales Tax Form and taxes due to the
address indicated below by Monday, June 6th, 2016, ten (10) days after the Festival ends.
Iowa Department of Revenue
Attn: Annette Collins, Revenue Agent
PO Box 10330 --- Des Moines, IA 50306
The State of Iowa Department of Revenue auditors will have a list of participating vendors and will contact you if
you fail to report and pay sales tax. Failure to pay taxes will result in exclusion from participation in future IAA
events. If you have any questions, please call the Iowa Department of Revenue (515) 802-6557 or Taxpayer
Services (515) 281-3114.
Friday, April 22nd, 2016
_____ Final registration and full payment deadline to secure vendor booth space.
_____ Submit Signed Vendor Agreement
_____ Submit additional equipment order and electrical usage form
_____ Submit all other required forms (insurance, non-profit status, etc.)
_____ Culinary Tent Cooking Demonstration: Food vendors interested in promoting or sharing your favorite dish
may sign up to partake in the Culinary Tent. To take advantage of this free promo opportunity; contact Shelby
McAndrew at 646-673-7201 or via email at celebrasian.culinary@iowaasianalliance.com for availability and
details.
Thursday, May 26th, 2016
_____ CelebrAsian walk-through at Western Gateway Park. All participants are encouraged to stop by between
5pm and 7pm to be familiar with festival layout, parking, restrictions and set-up criteria.
Friday, May 27, 2016
_____ Unload ONLY between 8 AM and 10 AM – NO vehicles allowed onto festival site after 10 AM.
_____ Food/Gift Vendors must open till 9 PM. Tear Down/Vehicle Loading AFTER 9 PM.
_____ Festival volunteers will assist with grease and oil collection/disposal beginning at 8:00 PM.
Saturday, May 28, 2016
_____ Unload ONLY between 8 AM and 10 AM – NO vehicles allowed onto festival site after 10 AM.
_____ Food/Gift Vendors must open till 10 PM. Tear Down/Vehicle Loading AFTER 10 PM.
_____ Festival volunteers will assist with grease and oil collection/disposal beginning at 9:00 PM.
www.IowaAsianAlliance.com
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