Summerfest is an annual fundraiser for the Virginia-Highland Civic Association. The Virginia-Highland Civic Association is a non-profit organization committed to maintaining and improving the historic Virginia-Highland neighborhood. Summerfest, followed by the Tour of Homes, are the two largest fundraisers for the Virginia-Highland neighborhood.
The VHCA focuses on fundraising, safety, parks, grants, planning, preservation, community events, and more. The VHCA is governed by aboard of 10 directors and one alternate.
The 2017-2018 Board of Directors paid off the mortgage on Highland Park, donated $25,000 in grants to local schools, businesses, and organizations, worked with Georgia Power and Trees Atlanta to plant trees along the Atkins Park business node, invested in neighborhood branding, and established a decorating committee to beautify the neighborhood.
DATES: Saturday September 25th, 2021 10:00am - 6:00pm
Sunday September 26th, 2021 10:00am - 5:00pm
LOAD IN: Load in is at 9 am on September 24th, 2021
TIME: Marketplace times:
June 6th: 10 am to 8 pm
June 7th: 10 am to 6 pm
LOCATION: Virginia Avenue between Ponce Place and North Highland, Atlanta, GA
ADMISSION: Free
ATTENDANCE
More than 40,000 patrons are anticipated to attend the 2020 event but the event cannot guarantee or warrant this attendance.
PRODUCED BY: The Virginia Highland Neighborhood Association
CONTACT: For more information about the 2020 VAHI Summerfest, please contact Premier Events: E mail: Vending@premiereventslive.com
*Festival details are subject to change. VAHI Summerfest is a RAIN OR SHINE event.
VENDING FEES: (additional Health Dept fees or other fees may be required- prices subject to change)
10X10 space: $1,500 + $60.00 Processing fee
10X20 space: $2,200 + $88.00 Processing fee
Push Cart: $600 each + $24.00 Processing fee
Food Truck: $1,200 + $48.00 Processing fee
SPACE:
Vendors will be assigned a location and cannot extend beyond their assigned footprint.
PAYMENT: There is a flat fee paid in full in advance of the festival by either Credit Card or ACH (online Check processing). You are required to enter your payment information upon applying, however you will NOT be charged until after you have been accepted. DO NOT send any payments at this time. Upon approval, we will then notify you of the date when payment is due.
Please email Vending@premiereventslive.com with any questions
CANCELLATION / REFUND POLICY:
Vendor must notifies PE in writing of their intent to cancel on, or before April 7th, 2020 vendor shall be entitled to receive a 50% refund of their fee. If PE receives notice on , or after April 8th, no refund will be issued. All refund requests must be made in writing and received by our office by email, fax (404) 720.0800 or mail 1825 MacArthur Blvd Atlanta GA 30318
VENDING HOURS
Vendors will be open to the general public each day from 10 am to 6 pm on Saturday and 5 pm on Sunday.
FOOD VENDOR SALES
Food Vendors will conduct sales of products or goods direct with the event consumers and shall be entitled to retain 100% of the proceeds from these transactions. Food Vendors must furnish their own cash bank and credit card processing if they wish to take credit cards.
MENU:
Food trucks and food vendors are only allowed to sell items submitted on their application and approved by Premier Events. Any amendment to the approved menu- including pricing- must be approved by Premier Events prior to the festival.
BEVERAGES
Vendors are allowed to sell non-commercial beverages only. Examples are iced tea and lemonade. Vendors MAY NOT sell bottled products such as soft drinks or bottled water.
TENTS, EQUIPMENT & PRESENTATION:
Tents must be made of flame retardant material and have the flame retardant certification sewn into the tent fabric or vendor must supply proof of flame retardant to fire marshals upon request.
Food Vendors are expected to furnish their own tent, tables, decor, equipment, and supplies. Tents should be clean and in good repair and all equipment and supplies should be neat and clean. All signs and banners should be clean and not cracked or faded.
Carnival tactics, the use of public address systems or other similar activities by the Food Vendor shall not be allowed. Food Vendors may not sublease any part of their space or participate in any third-party advertising or third party promotions or display third party signage at their booths.
FLOORING:
Food Vendors must put down non-porous flooring to cover booth area. We recommend plastic tarp covered with roofing paper. Grease spills will be the responsibility of the Food Vendor to clean and may also result in loss of cleaning deposit. Nothing can be poured onto the grass or down storm drains including grease or gray water. Any violation of this could result in immediate expulsion from the festival, loss of clean up deposit, and possible fines from the City of Atlanta. Food Vendors must furnish in-tent trash cans and must bag all trash and breakdown boxes for pickup by the festival employees.
SERVING AREA / CHARACTER OF BOOTH: Food Vendors are expected to furnish their own flame-retardant tent (with flame retardant certificate), tables, equipment, and supplies. Food Vendors must furnish menu and prices to reserve their participation in the 2020 event. PE reserves the right to refuse vendor space if the Food Vendors product or service or the booth area is not consistent with the character of the event.
All vendor booths must be designed, constructed and operated in good taste with the best interest of the Event and public safety. PE reserves the right to prohibit or restrict food vendor locations that because of noise, method of operation, materials or any other reason become objectionable. Carnival tactics, the use of public address systems or other similar activities by the Food Vendor shall not be allowed. The event does not guarantee exclusivity of products sold unless approved in writing in advance. Food Vendors may not sublease any part of their space or participate in any third-party advertising or third-party promotions or display third party signage at their booths.
Decorations may not be nailed, taped, tacked or otherwise fastened to park infrastructure, trees, or fixtures. The use or distribution of any of the following items is prohibited: adhesive backed decals, stickers, helium balloons, glitter, confetti. Motorized vehicles of any type (forklifts, gas or electric carts, bicycles, scooters or similar equipment) may not be used inside the event venue.
WHAT WE PROVIDE: Included in your festival fee is booth space, (2) 20-amp outlets, and access to water. Your tent, signs, equipment, tables, chairs, etc. are your responsibility with rare exceptions. Additional governmental fees such as Health Department fees may apply as well
ELECTRICITY: (2) standard 20 amp, 110v outlets will be made available to each food vendor as part of the Food Vendor Fee. Additional power needs will be charged on the following schedule: Extra 110 V - $25 per outlet. 50 Amp RV Connector or 220 V Power- $200. Electrical hardwire- $300 per location.
PROPANE TANKS:
Propane tanks must be properly secured and must comply with fire safety regulations.
FIRE EXTINGUISHERS:
All food trucks and vendors with deep fryers must have K-type fire extinguishers with current service tags.
Food trucks and vendors without deep fryers must have fire extinguishers with current service tags which comply with fire safety regulations.
WATER AND ICE: Water, Ice, Grey water tanks, and grease disposal tanks may or may not be available depending on the event. Please bring appropriate hoses, hose connections, and transport buckets. Ice is available for purchase at our designated ice truck day of for most festivals. The cost of ice for 25 lbs.is $6.00.
INDEPENDENT CONTRACTORS
Approved Food vendors and Food Trucks are independent contractors of the festival and have complete supervision and control of their operation and employees. As independent contractors, vendors are responsible for reporting retail sales and paying their own state and federal sales taxes.
LOAD IN / LOAD OUT
Vendor load in and set up will take place Friday morning starting at 9 am. Load out will take place Sunday after 6:00 pm. Vendors will receive information regarding load in and set up 1 week prior to the festival. Vendors that fail to abide by load in schedule and deadline may risk forfeiture of event space. In the event of late shows, event will not be obligated to refund event space fee.
EVENT MAPS/VENDOR LOCATIONS
Event maps will be provided upon Load In, where you will also find out your location. Location information will not be provided in advance as last minute changes happen within' days of the event. If you have a special request for your booth location, please list it on this form and we will make best efforts to accommodate your request. PE reserves the right to make modifications to the layout of the vending area if circumstances warrant, at its sole discretion. Food Vendor area must be confined to the space contracted and provided. Food Vendor space must not obstruct other exhibits or walk paths.
LIABILITY
The Food Vendor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save PE against any and all claims, losses and damages to persons or property and attorney’s fees arising out of or caused by Food Vendor’s installation, removal, maintenance, occupancy or use of vending space. In addition, the vendor acknowledges that PE and VAHI Summerfest do not maintain insurance coverage covering Food Vendor’s property and it is sole responsibility of the Food Vendor to obtain such insurance, including, if desired business interruption and property damage covering losses by the Food Vendor. Responsibility of the security of a Food Vendor’s area, products and property rests solely with the Food Vendor.
INSURANCE: Food vendors will be required to supply Premier Events with proof of $1,000,000.00 liability insurance coverage. The City of Atlanta, Premier Events, LLC, Phoenix Concessions, LLC, Virginia - Higlands Civic Association, Virginia - Highlands Neighborhood Association and their affiliates are to be listed as the certificate holder and additional insured.
ANIMALS/PETS
Animals and pets are not permitted in the event facility or neighboring outdoor event grounds except in conjunction with aids to the disabled.
HOLD HARMLESS AGREEMENT:
Through submission of application materials and signing this Agreement, Vendor agrees of hold the, Virginia - Highlands Neighborhood Committee, Virginia - Highlands Summerfest, its Board of Directors, staff, volunteers, Premier Events (aka Premier Events LLC, Phoenix Concessions, LLC) and the City of Atlanta harmless for any and all losses, expenses, demands and claims against the festival or Premier Events, sustained or alleged to have been in any way related to the 2020 Virginia - Highlands Summerfest. Vendor also agrees and acknowledges that the Virginia - Highlands Neighborhood Committee, Virginia - Highlands Summerfest, its Board of Directors, staff, volunteers, Premier Events (aka Premier Events LLC, Phoenix Concessions, LLC) and the City of Atlanta are not responsible in any way for any personal injury, illness, property damage or loss of property that may occur during the 2020 Virginia - Highlands Summerfest. Vendors agrees, acknowledges and further certifies that the Vendor and Vendor’s property, equipment and vehicles are properly insured for any and all loses incurred and or damages caused by Vendor or any party.
Incorporation and Modification – This document includes all components of the agreement of the parties and is fully incorporated herein. The Application materials provided by the vendor to Premier Events on behalf of the Virginia - Highlands Summerfest shall be incorporated herein by reference. No other promises made prior to the execution of this agreement have been omitted from this document. The parties may mutually agree to modify this agreement; however, such modification shall only be binding upon the parties by signed written agreement. No oral modification or agreement outside the scope of this agreement shall be binding upon either party.
No Agency, Partnership or Joint Venture Created – This Vendor is an independent operator and through this agreement no agency, partnership or joint venture relationship is created by the VAHI Summerfest or Premier Events. The Vendor, its owners, employees or other agents shall not represent themselves as representatives of the VAHI Summerfest or Premier Events. Vendor shall not enter into any contract or other agreement which would cause the VAHI Summerfest or Premier Events to be liable in any way with any other party, including but not limited to, manufacturers, Vendors, or other suppliers, etc. Vendor shall hold the VAHI Summerfest and Premier Events harmless from any cost or liability it may incur with the production of merchandise.
WEATHER
**Virginia - Highlands Summerfest is a RAIN or SHINE event**
The festival will take place rain or shine and approved vendors agree to be present during festival hours despite weather conditions.
Tents and banners should be properly weighted to withstand wind gusts and heavy rain.
The VAHI Summerfest and Premier Events make no representation or guarantees regarding actual festival attendance, nor make any representation of potential financial success or failure. The Exhibitor agrees that in the event of acts of God, storms, floods, high winds, gales or hurricanes that neither PE nor any of its employees or agents shall not be responsible for loss, damage, third party damages, claims or loss to property, persons or vessels. It is the Event Management’s sole and absolute discretion to order an evacuation of the Event, or to take necessary steps to protect public health and property in the event of an act of God, hurricane, or the issuance of a severe weather warning for Atlanta or its environs by the National Weather Service.
ACTS OF GOD: Premier Events and its affiliates shall have no liability whatsoever for damage, of any nature, to any person, matter, or thing resulting from storm wind or water, or other acts of God, or imminent threat thereof, nor from fire, strikes or lockouts.
By applying to this event, you agree by the rules stated. You understand that all promotion of your items must take place within the confines of your booth. You further understand that Premier Events and all their representatives are not responsible or liable for damages including but not limited to, loss suffered before, during, or after each event you have applied to as a result of the display of your work, equipment, or material. You understand that there are no refunds or rain checks due to inclement weather. Premier Events reserves the right to refuse booth space based on event guidelines. If these guidelines are not upheld, your booth will be closed immediately, and your funds will not be refunded.
On behalf of the Premier Events team and The Virginia - Highlands Civic Association, we want to thank you for your interest in food vending at the 37th Annual VAHI Summerfest.
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