Dear Prospective Vendor,

Dear Prospective Vendor,
This year will mark the 34th
annual Olde Town Fall Festival
held in historic Olde Town
Conyers. We are delighted at your interest in our
event. The festival will be held Saturday, October 25,
2014 from 10 a.m.-5 p.m.
Our quality, hometown festival continues to serve as a
fundraising effort for local clubs, organizations, and
assists in supporting our unique artists and crafters.
While we strive for improvement, we also take pride in
tradition. The Olde Town Fall Festival is the longest running festival in Conyers. We look
forward to working with you at this year’s event!
As a Vendor …
Please read over the entire application and information
before filling it out. Fees, paid in full, are due with your
returned application. Send only one check to cover all
fees. The check will be deposited upon receipt. In the
event your application is not accepted by the jury, a full
refund of the required advance space rental and
electrical fee (when applicable) will be refunded. Make
your check payable to the CITY OF CONYERS. (A
$35.00 charge applies to any returned checks). Please
send your applications and checks to 901 Railroad
Street, Conyers, Georgia 30012.
Please be aware that all vendors who apply to the Olde Town Fall Festival will be juried. As
a result of the jury process, the Olde Town Fall Festival does not guarantee acceptance to
those who have participated in past festivals.
If you have any questions AFTER THOROUGHLY READING ALL enclosed materials, please
contact Monica Coffin at 770-602-2606 or [email protected]. We appreciate
your interest in the festival and look forward to receiving your application.
Sincerely,
Monica Coffin
Olde Town Fall Festival
Coordinator
pg. 1
VENDOR INFORMATION
Important Dates
Entry Deadline….August 29, 2014
Vendor Setup
Saturday, October 25...6:30 a.m.-9:00 a.m.
Jurying Begins….September 2, 2014
Festival Day
Saturday, October 25...10:00 a.m.-5:00 p.m.
Deadline to Cancel….September 5, 2014
Acceptance Notification…..September 12, 2014
Mailing
Breakdown on Saturday….5:00 p.m.
Breakdown cannot begin until the majority of
the crowd clears the festival area. (NO EARLY
DEPARTURES ALLOWED)
Rules & Regulations
The Olde Town Fall Festival reserves the right to make final interpretation of all rules. An application is a
commitment to show. NO REFUNDS WILL BE MADE FOR CANCELLATION OR REMOVAL FOR CAUSE. In an
event of unforeseen circumstances, the show may be terminated at the discretion of the festival organizers.
No refunds will be made for bad weather.
1. Items not created by the vendor or not in the category for which applied will not be permitted in the
show.
2. Resale of wholesale items (buy/sell), commercially manufactured products, mass produced items and
kits ARE NOT PERMITTED and will result in immediate dismissal without refund.
3. All vendors will be required to supply their own tents, chairs, tables, electrical cords, etc.
4. Each booth space is up to a 10x10 in size. Each vendor must keep within the 10x10 (max) assigned
space unless additional space has been purchased.
5. Arts & Crafts vendors: Submit a total of five (5) pictures. One picture must represent your work as it
is displayed; one must represent a workshop photo of the artist creating their work; the other three
should represent your items as an accurate representation of size, style and quality of work.
6. Food vendors: Submit a total of three (3) pictures. These pictures must show an accurate
representation of your booth and setup.
7. Non-Profit organizations must submit non-profit documentation with the application. If proper
documentation is not provided you will be unable to receive the non-profit rate. Documentation
required annually. NO EXCEPTIONS. This also applies to political organizations.
8. The APPLICATION DEADLINE is Friday August 29, 2014. Applications post marked after this date
will be charged a $15.00 late fee and will not be placed with the jury first selections. This may
result in certain categories closing prior to the next jurying opportunity with late applications taking
place.
9. No alcoholic beverages are allowed.
10. Booths must be neat in appearance and not distract from neighboring displays. Each vendor is
responsible for their own trash removal.
11. Vendors are not allowed to stake tents into the asphalt or concrete in the streets of Olde Town. TENTS
WILL NOT BE ALLOWED ON CENTER STREET UNLESS SPECIFIED. IF YOUR BOOTH SPACE IS
ON CENTER STREET AND YOUR ACCEPTANCE PACKET DOES NOT SPECIFICALLY GRANT YOU
PERMISSION FOR A TENT, YOU WILL BE ASKED TO LEAVE WITH NO REFUND. SEE MAP A.
12. Vendors are required to handle their own sales tax.
13. Booths must be manned at all times and exhibit their work for the entire festival day. Vendors may
not remove their work until the end of the festival day at 5 p.m.
14. All vendors must sign the release form (attached) in order for the application to be accepted.
15. All artists and crafters must sign the Guarantee of Product statement (attached) in order for the
application to be accepted.
16. Electricity is a PAID amenity. You must pay when you apply. Electricity consists of 55 volts per
receptacle, not box. It is extremely limited and cannot be guaranteed.
17. Gas powered generators are allowed in the festival area. We encourage you to utilize generators as a
source of power. Children’s activity vendors must provide their own electricity for the event.
pg. 2
18. CHECK PAYMENTS for festival registration are ONLY ACCEPTED IF RECEIVED BY OCTOBER 3,
2014. Checks post-dated or returned unpaid by the bank will result in IMMEDIATE
DISQUALIFICATION, and a fee of $30 will be charged.
19. The Olde Town Fall Festival reserves the right to reject any organization whose presentation, goals or
objectives may be offensive and not in the best interest of the community.
20. Vehicles are not allowed in the festival area after setup time is over or during the festival. This
includes Golf carts, scooters and any other miniature motor/electronic transportation unit.
21. A vendor failing to meet all requirements and regulations may be asked to leave the festival area or will
be disqualified.
22. Fully completed application, pictures, payment and non-profit documentation (if applicable) are
required for the application to be considered complete. This requirement is for everyone regardless if
you have been a vendor in the past. NO EXCEPTIONS!
23. Do NOT unplug AP units in electrical outlets. These outlets are for our Wi-Fi in Olde Town. Removal
will cause a vendor to lose his or her outlet with no refund.
24. You may NOT add items to your display or menu to sell that are not on your application. Make sure
you double check from accuracy and completeness prior to submission.
25. All tents must be set up against the curb in the parking space area of the assigned tent booth.
No exceptions. Violators will be asked to leave the festival area and forfeit all fees paid without refund.
Red line indicates TENT BOOTH AREA (Parking Spaces Only). Tents are to be set up against curb in the parking space area. DO NOT USE SIDEWALK. Table room only in all other Center Street booth spaces. MAP A
Absolutely NO tents will be allowed on Center Street except in the designated area shown on the map above. Only tables will be allowed to set up in all other booth locations on Center Street.
pg. 3
Olde Town Fall Festival
In Historic Olde Town Conyers
Saturday, October 25, 2014
Deadline: August 29, 2014
Please complete the following application and send with payment, photos and signatures. Please note that
every effort will be made to accommodate the needs of each vendor, but no guarantees can be made due to
limited space.
Vendors Name:____________________________Business/Organization:_________________________________
Address________________________________________ City/State/Zip______________________________________
Phone (H)_________________________________ Phone (Mobile)____________________________________________
Phone (W)_________________________________ Email ___________________________________________________
Do you plan to use a tent in your booth space?____________
Did you participate in the 2013 Olde Town Fall Festival?___________
Please list any booth requirements or requests.____________________________________________________
Please check the appropriate vendor category below and fill out information and fees accordingly.
Arts & Crafts
Please circle a category/categories and provide a detailed description of your activity.
Accessories
Acrylics
Artist Prints
Bags
Baskets
Clay
Clothing-Adult
Clothing-Children
Fabric
Food Gifts
Furniture
Floral
Games/Toys
Glass
Herbal
Jewelry
Leather
Metal
Mixed Media
Musical
Paper
Painting
Photography
Plants-Live
Scrapbook
Sculpture
Wood
Other______________________
Describe the work to be exhibited (please be specific, include all items you wish to be juried). Include range
of prices. **Use additional paper if needed**
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
If you need electricity, please list items needing electricity:_______________________________________________
Number of booth spaces requested (10x10 max)________
x
$65.00 each =
________________________
Electricity fee per receptacle _____________________ x
$15.00 each =
________________________
Late Fee (if post marked after Aug. 29, 2014)_____ x
$15.00
=
________________________
Total amount enclosed
=
________________________
Non-Profit
Please circle what applies. Vendor will have…
items for sale display only demonstration
Describe your activity: (please be specific, include all items or activities you wish to be juried) **Use
additional paper if needed**______________________________________________________________________________
If you need electricity, please list items needing electricity:________________________________________________
Please provide non-profit documentation. Enclose with application and check. If proper documentation is not
provided you will be unable to receive the non-profit rate. Document required every year (includes repeat
vendors)
Number of booth spaces requested (10x10 max)_______ x
50.00 each =
________________________
Electricity fee per receptacle ____________________ x
$15.00 each =
________________________
Late Fee (if post marked after Aug. 29, 2014)____ x
$15.00
=
________________________
Total amount enclosed
=
________________________
Food
Please attach a description of food and beverage items to sell and prices
Have you participated in other festivals? If so, please name: ___________________________________________
Number of booth spaces requested (10x10 max)_______________ x $85.00 each =
________________
Number of electricity receptacles requested ______________ x
$15.00 each =
________________
Late Fee (if post marked after Aug. 29, 2014______________ x
$15.00
=
________________
Generators are allowed and encouraged as an alternate form of power.
Electricity is extremely limited
Total amount enclosed
=
________________
pg. 4
Children’s Activity
Please provide a detailed description of your children’s activity. Describe the type of activity, how it is
completed/played, prizes (if applicable) (please be specific, include all items you wish to include in your
activity area). Include range of prices. **Use additional paper if needed**
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
If you need electricity, please list items needing electricity:_______________________________________________
Number of booth spaces requested (10x10 max)________
x
$65.00 each = _______________________
Late Fee (if post marked after Aug. 29, 2014)_____ x
$15.00
=
________________________
Total amount enclosed
=
________________________
*Electricity is not provided for children’s activities. Vendors must provide their own generator and extension
cords as needed. Contact the Conyers Welcome Center at 770-602-2606 for local rental company contact
information, if needed.
FOR OFFICE USE ONLY
Date received _______________ Category _______________________ Sub-Category___________________________
Rankings_________________________________________ Overall ____________________________________________
Accepted ________________________
Declined ______________ Restrictions _______________________________ Notes:__________________________________________________________________________________________________ Categories Include…
Arts/Crafts Vendors: All artwork must be original art and/or handmade by the artist or crafter. All
artist and crafter applications will be juried. Acceptance is not guaranteed to anyone. Each applicant must
submit 5 color photos with your application. One picture must represent your work as displayed; one picture
must be a workshop photo (a photo of you working in your workshop or wherever you create your works of
art); the other three pictures need to represent your items as an accurate representation in size, style and
quality of work. Commercial, manufactured or kit merchandise is prohibited. If you are not selected, you will
be reimbursed your booth fee. The festival will not have a waiting list. This requirement is for everyone
even if you have been a vendor before.
Non-Profit Organizations: Groups may display literature/projects that the group undertakes and
supports. Non-Profit groups wishing to sell items must NOT sell items that will compete with any hand-made
item sold by an artist or crafter. Vendors must provide non-profit documentation with the application. NonProfit applications will be juried. If not accepted, you will be reimbursed your booth fee. This requirement is
for everyone even if you have been a vendor before.
Food Vendor: Submit a total of three (3) pictures. These pictures must show an accurate representation
of your booth and setup. This requirement is for everyone even if you have been a vendor before.
Children’s Activity Vendors: All activities must be family friendly. Each children’s activity vendor
must provide all inventory and personnel necessary for set-up through take-down and activities must be
manned at all times. All children’s activity applications will be juried. Acceptance is not guaranteed to anyone.
Each applicant must submit 5 color photos with your application. One picture must represent your children’s
activity in an accurate representation in size, type, materials, prizes and so on; one picture must be of
someone completing the activity/game; the other three pictures need to represent up close activity/game,
materials, and prizes. Water is not provided for activities and vendors must bring their own supply with them
if needed. Activities, if motorized, inflatable or any other type deemed by festival organizers as necessary, will
required the vendor to provide an insurance waiver with the City of Conyers and Conyers Main Street
Foundation listed on the certificate as additionally covered for the event. If you are not selected, you will be
reimbursed your booth fee. The festival will not have a waiting list. This requirement is for everyone even
if you have been a vendor before.
pg. 5
Important Signatures
Release Agreement (All vendors must sign)
I do hereby release, acquit and forever discharge The Olde Town Fall Festival and the City of Conyers, its agents, servants,
successors and assigns and all other persons, firms and corporations from any and all actions, causes of action, claims,
demands, damages, costs, loss of service, expenses and compensations, which I may acquire or may accrue, arising out of
any events taking place October 25, 2014 or otherwise connected with the 2014 Olde Town Fall Festival. I further agree to
hereby indemnify the Olde Town Fall Festival and the City of Conyers, its agents, servants, successors and assigns and all
employees, agents, servants, successors and assigns arising from the events taking place October 25, 2014 or otherwise
connected with the 2014 Olde Town Fall Festival. This indemnity agreement shall include all reasonable attorneys’ fees,
costs and expenses incurred by indemnity. I also understand that I am fully responsible for any Revenue/Sales Tax
applicable for items sold at the 2014 Olde Town Fall Festival. I acknowledge that photographs will be taken at the festival.
I agree to give the City of Conyers rights to any submitted photographs and festival photographs for promotional use.
I have read and fully understand the Release Agreement stated above.
“Release Agreement” must be signed by ALL exhibitors to be accepted for this event.
Signature________________________________________________________________________
Date_________________________________________
Product Guarantee Statement (Arts & crafts vendors must sign)
“As an arts and crafts vendor, I testify that all the products that I plan to display and sell at the Olde Town
Fall Festival are handmade items crafted by myself. None of the items I will display or sell are commercially
manufactured, resell items or kits.”
This statement must be signed in order to be considered for this event as an arts and crafts vendor.
Signature____________________________________________
Date___________________________________
Checklist: Make sure you include the following
Check made payable to the City of Conyers
Mailed to 901 Railroad Street,
Conyers, Georgia 30012
Signed & completed application
Photos
Non-Profit Documentation
(if applicable)
Follow us on Twitter for updates and reminders on the festival @OldeTownConyers
Like us on Facebook at http://tinyurl.com/OTCMainStreet
pg. 6