Celebrate! West Hartford Sponsorship Application

West Hartford's annual, two-day, outdoor signature event offers sponsors a unique promotional opportunity to connect with the community. All sponsors are acknowledged in print and social media. And sponsors are invited to participate in the Business & Non-Profit Expo – a fun and festive atmosphere - to raise the profile of your organization. - Build community relationships. - Meet face-to-face with potential & existing customers. - Promote your business to tens of thousands in the greater-Hartford area. Unlimited GOLD, SILVER & BRONZE level Festival Sponsorships are available to multiple sponsors at each level. Even better, if you are looking for something a little more unique for your company to stand out, choose one of our exclusive SPECIAL FEATURE Sponsorships. Special Feature sponsorships are limited to one sponsor each and come with all the benefits of the Gold level sponsorship plus additional exclusive advantages. UNLIMITED FESTIVAL SPONSORSHIPS Bronze Level ($1,400) All sponsors from the Bronze Level and up are invited to be part of the Business & Non-Profit Expo during the festival. We will provide a 10'x10' exhibiting space with a white canopy tent, along with tables and chairs. You bring your decorations, promotional material and special attractions to draw visitors to your booth. We'll also post a Thank You on social media platforms announcing your participation and include your business logo in print ads, programs and signs in the festival. Silver Level ($1,700) Bump up the visibility of your business with a great value. Silver Sponsors will see their logo on the back of the official 5K road race T-shirt for a lasting impression. Silver Sponsors will also get their logo linked to your website from the event website. Gold Level ($2,500) Maximize the benefits of the unlimited sponsorships by going for the Gold. With this sponsorship, you'll get to choose the general location of your booth in the expo. Expanded booth space may be available upon request. We'll also work with you to create or share a post on social media promoting your business. EXCLUSIVE SPECIAL FEATURE SPONSORSHIPS Each Exclusive Sponsorship comes with all the benefits offered to our Unlimited Festival sponsors including a tented exhibitor booth (expanded space may be available upon request), logo on the 5K race T-shirt, social media posts acknowledging your sponsorship, your logo on the event website linked to your website and more. Presenting Sponsor ($10,000) This top-tier sponsorship features first-rate benefits with maximum exposure including prime positioning of your corporate logo on digital and print media and more. Sorry! This one is taken already for 2024. Arts & Crafts Show Sponsor ($6,000) With 150+ vendors, the award-winning Arts & Crafts Show is a popular feature of the festival. Draw attention to your business with this sponsorship, and we'll display your corporate banner prominently among the artists and put your logo on the program and ads. Stage Sponsor ($5,000) With live music all weekend long, the StageMobile attracts a lot of visitors throughout the weekend. We'll hang your banner on the stage for all to see and our emcee will announce your support between acts. Petting Farm Sponsor ($3,500) Festival-goers of all ages can't resist a stop to admire the adorable animals at the petting farm. The sponsor of this special feature will have their banner prominently displayed for petters and passers-by alike. Hunt-For-Health Sponsor ($3,500) Your logo will mark the stops on a scavenger hunt for healthy activities provided by other exhibitors in the festival. We’ll create the hunt. You reward participants with a prize. Social Media Sponsor ($3,500) Help support CWH’s promotion on Facebook, Instagram and more, and we will tag you in our posts. Sorry! This one is taken already for 2024. Art-In-Action Sponsor ($3,500) Festival visitors can take part in a collaborative community art project and see live art demonstrations under this dedicated tent where your corporate banner will be prominently displayed. A full list of sponsorship benefits is listed in the Sponsorship Opportunities Brochure. Find a link to the PDF in the “Document Templates, Files, Instructions, & Waivers” section below.

SPONSORSHIP APPROVAL Sponsorship applications are subject to approval by the Celebrate! West Hartford Committee. Approved sponsors will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager. PAYMENT & PROCESSING FEES An invoice will be processed upon application Approval or placement on Waitlist. Payments may be made by credit card through Eventeny. A processing fee of approximately 2.9% + $0.30 will be charged by Stripe (the credit card processor) and added to the registration total. Other fees will be absorbed by Celebrate! West Hartford. Payment may alternatively be made by check payable to The Town of West Hartford – CWH. Payment is due upon invoice receipt. LOGOS FOR PROMOTION Sponsors should provide high resolution digital logo files upon acceptance. Vector and JPEG, PNG or PDF format if possible. Logos must be received by April 15th to guarantee inclusion in ads, programs and website. Sponsor thank you ads will appear in special sections of local and regional newspapers as available. Logos will be sized and positioned by giving level. NON-EXHIBITING SPONSORS Sponsors who choose not to participate in the Business & Non-Profit Expo may choose to sponsor a booth for a non-profit organization in need. EXHIBITING SPONSORS Booth Rules: Exhibitor booths are for promotional purposes only. No selling onsite. Booth locations will be determined by the organization's activity at the discretion of the Committee. 10'x 10' white canopy tents will be provided. No outside tents allowed. Insurance Requirements: All approved sponsors who intend to take part in the Business & Non-Profit Expo will be placed on the Waitlist, and booth/location assignments will not be made until insurance requirements have been met. Exhibiting sponsors must provide insurance documentation by May 1 or risk forfeiting right to exhibit. Certificate of Insurance Requirements: - Exhibitors must hold General Liability coverage of at least $1,000,000 each occurrence. - Exhibitor using a vehicle as part of their exhibit must also carry Auto Liability and Physical Damage coverage of $1,000,000 each occurrence. - Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law).  - Description of Operations section must include the name and dates of the event - Celebrate! West Hartford, June 7 & 8, 2025. - Description of Operations section must list: The Town of West Hartford, West Hartford Board of Education, and their respective boards and commissions, officers, officials, agents, representatives, employees, and volunteers as Additional Insured.  - The Certificate Holder must list: The Town of West Hartford, 50 South Main Street, West Hartford, CT 06107. Contact your insurance provider to issue these documents.  Call the Town's Risk Management Office with questions - 860-561-7485. Upload documents to application in Eventeny portal. Serving Food: All exhibitors intending to serve food must indicate plans in this application. Upon CWH Approval or Waitlist notification, secure a Temporary Food Event Application permit through the West Hartford/Bloomfield Health District - https://www.westhartfordct.gov/town-departments/health-district 580 Cottage Grove Road, Ste. 100 Bloomfield, CT 06002 860-561-7900 The permit fee is $50. Payment is made to the West Hartford/Bloomfield Health District. Electricity: 20 amp duplex electrical outlets are available on a limited basis for $50 per plug. Exhibitors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Refer to the appliance's tags for this required information. Parking, Setup & Breakdown: Free parking will be provided during the event. Setup, breakdown and parking instructions will be provided to Approved sponsors in May. Hours & Weather: Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting. In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions. Security & Liability: Town staff will be onsite providing security on Saturday night. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver in the application. Town Ordinances: Smoking, vaping & alcohol use are not allowed on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment, balloons are prohibited.