This agreement made on the date listed above and by vendor listed above and THE ROCHESTER WEST INDIAN FESTIVAL ORGANIZATION, Inc. are herein and after referred to as “PROMOTERS.”

Wherein, The Rochester West Indian Festival Organization, Inc. has an agreement to operate a festival known as CARIFEST 2017 granted by the City of Rochester Office of Special Events, and the right to sublet space to various vendors for them to conduct business during CARIFEST 2017. The Rochester West Indian Festival Organization, Inc. hereby agrees to rent certain space under the following terms and conditions:

FEES: The fee to occupy a vending space at CARIFEST is based on the kind of concession, e.g. food, crafts or non-profit. All fees for each vending space are outlined in the table below. The fee covers space for one (1) day, Saturday, August 12, 2017. If for any reason the festival is cancelled, vendors will be entitled to a refund based on the time of the cancellation.  A limited number of passes will be provided to each type vendor. An additional (3) passes will be available at a discount price to each vendor.

• The promoter shall have the exclusive right to designate the space that vendor may conduct his/her business during the CARIFEST 2017. Vendors shall agree to comply with all health, fire and local governmental agency rules and regulations, which may be set by the City of Rochester Office of Special Events.
• Vendor shall maintain a clean, neat, and sanitary operation, free from foreign substances and matter.
• Vendor shall post the prices for all food in a visible place within its booth. Craft articles should be clearly marked or tagged.
• Vendors shall obtain health and vending food permits from the Monroe County Health Department.
• Accepted vendors understand that no concession activities will be allowed without this permit.
• Vendors shall provide and furnish their concession booth at their own expenses and any other equipment needed for the operation of such booth.
• Vendor may begin construction and set up of concession booth on Friday August 11, 2017 at 6:00pm until 9pm.
• All food concession booths, equipment, fixtures, inventory, and other property must be taken down with times designated by Promoter and Site Manager at end of CARIFEST 2017. Any equipment not removed by deadline becomes the property of CARIFEST 2017 or the City of Rochester and cost to remove and dispose of such shall be charged to the vendor. If this occurs, your security deposit will also be forfeited.
• Vendors agree to provide their own liability coverage for anything related to the food or operation of their concession booth. Should damage or loss occur, vendor agrees not to hold The Rochester West Indian Festival Organization Inc., responsible under any circumstances.

Agreement and Termination:

The Rochester West Indian Festival Organization Inc. and participating food vendor mutually agree that the operation of business at the festival site during CARIFEST 2017 shall be governed by the terms of this agreement, and that such agreement including any attachment or amendment to such agreement, constitute the entire agreement between the parties hereto, with respect to the subject matter hereof, and may not be changed or modified except by agreement in writing and signed by both parties.

The Rochester West Indian Festival Organization, Inc. may, at its election, terminate the agreement between the participating vendor and The Rochester West Indian Festival Organization, Inc. at any time upon a breach by vendor of any of the terms and conditions set forth in said agreement and upon and after such termination, cause vendor to forfeit all rights resulting in The Rochester West Indian Festival Organization, Inc. having no obligation to vendor under such agreement.

Vendors may not create or sell any article with the CARIFEST or Rochester West Indian Festival Organization Inc. name or logo. Such creation or sale shall be in violation of The Rochester West Indian Festival Organization Inc. registration of name and logo with the City of Rochester, State of New York and copyright law.

SPECIAL NOTE: If food vendors are selling the same items as The Rochester West Indian Festival Inc., (CARIFEST), food vendors agree to sell all items at or above The Rochester West Indian Festival Inc., set price, but not below established price.

Vendors can load and unload their units before and after the festival. If more supplies are needed during the festival, please use hand-carts, etc. to carry products to your booth. No vendor shall be allowed to remove any portion of their booth’s display until the festival is officially closed and all festival-goers have vacated the premises. Vendors violating this policy will forfeit their security deposit. Any material that is combustible, found to be excessive, or is creating a hazard must be removed. (Fire Marshals will have final determination of hazard and removal).

If space occupied is damaged by vendor, their employees, patrons, or guest(s), they shall pay such claim as are necessary to restore the space to its original condition. Vendor will also forfeit security deposit.
The Vending activity of each food vendor in the vendor areas must be within the vendor’s allocated exhibit space. Vendors may not use noise, lighting, or other distractions judged by the Carifest Festival Organizers to be offensive to other vendors.

Vendor Passes: Limited wristbands will be given to each vendor prior to event day (See Table 1). All vendors and staff will be checked at the festival entrance. Failure to have the wristband will result in the individual paying the full entrance fee. No excuses will be accepted at the gate for failure to present such identification.

• Vendor Orientation Meeting – An invitation will be sent out prior to festival outlining the time of the meeting.
• I understand that set-up starts on Friday August 11, 2017 from 6:00pm until 9:00 pm and must be fully completed by 10:00am Saturday August 12, 2017.
• Space to be rented is a 10’ x 10’ space.
• I understand that NO ALCHOHOLIC BEVERAGE SALES ARE ALLOWED.
• I understand that I must provide and furnish at my own expense all tables and chairs and any other equipment needed for the operation of a booth at the festival site.
• Vendor food permit must be obtained from Monroe County Dept. of Health in order to sell food items at the festival.
• The Festival Committee reserves the right to prohibit and remove the exhibit and/or sale of items that are not in keeping with the family nature of the event and which offend the moral standards of the community or are found to be causing a nuisance or disturbance by selling them at the Festival. Similarly, no unethical or unlawful practice will be tolerated.
• Upon leaving Saturday evening Vendor shall remove and properly dispose of all rubbish, trash and discarded materials, including food and grease. Vendor is responsible for bringing appropriate containers for disposal and removal of such disposables. ALL GREASE AND WASTEWATER MUST BE PROPERLY DISCARDED AND REMOVED FROM THE FESTIVAL GROUNDS BY THE VENDOR AND NOT INTO THE FESTIVAL’S DUMPSTER.
• Although there will be police patrolling the area during the Festival, the Festival Committee assumes no responsibility for the security of the Vendor’s property and the Vendor agrees to hold the Festival harmless.
• Priority in location of leased space shall be given to those vendors in their respective area in the order that they return signed contracts with payment.
• Every booth shall have a fire extinguisher designed for electrical fires and if the booth is preparing or heating food it must also have a fire extinguisher designed for grease fires. You must provide all proper extinguishers.
• Foul language and aggressive or abusive behavior will not be tolerated.
• No illegal substance, smoking, or use of any type of drug is allowed on the Festival site will not be tolerated.
• NO PETS, loud music will be allowed on festival grounds unless approved by Festival Organizers.