NOVELTY VENDOR APPLICATION

GENERAL INFORMATION

Thank you for your interest in joining us as a Novelty Vendor for Las Posadas of Litchfield Park. This 4th annual event, which honors the Southwest Valley’s history and culture, will be held this year on December 7^th. It also pays tribute to the origins of the 100-year-old St Thomas Aquinas Mission Church built in Litchfield Park for Mexican farm workers. The PW Litchfield Park Heritage Center is sponsoring this traditional Mexican procession, which reenacts the story of Mary and Joseph seeking shelter on the way to Bethlehem through the heart of old Litchfield Park. A free, family-friendly fiesta on the grounds of the historic church takes place before and after the procession and provides live entertainment, arts & crafts, and cultural education to our community. Estimated festival attendance is 350-400 attendees. Booth space is limited.

Regular Novelty Vendor Registration Fee: $50.

APPLICATION PROCESS

Please submit completed Novelty Vendor Applications and Required Documents to be considered for selection by November 1, 2024

All vendors selling food and merchandise must submit their current AZ Transaction Privilege Tax License and a Certificate of Insurance with online application.

You will be notified of your status within seven (7) days of us receiving the completed application. Submission of an application does not mean automatic acceptance to the event. All applications must be submitted with required documents. Applications will be reviewed, and selection notification will be provided via email.

PAYMENT

Once you have been accepted as a Novelty Vendor, you will receive an email with a web link that will direct you to our online Vendor Registration Fee payment form.

Please note, Novelty Vendor Registration Fees are due within seven (7) days of invitation email. If space is available, late applications may be considered with a $10 late fee. Booth spaces will not be reserved until Novelty Vendor Registration Fee payment has been received.

Regular Vendor Registration Fee: $50

Cancellation/Refund Policy

Vendor fees will NOT be refunded if the Event must be cancelled due to inclement weather, acts of God, or any other circumstance deemed necessary by Event and City Officials.

The Vendor, upon sending payment, understands that the PW Litchfield Heritage Center reserves the right to refuse and refund any vendor applications, payments, or reservations at any time and for any reason.

AZ TRANSACTION PRIVILEGE TAX LICENSE

An AZ Transaction Privilege Tax License are required for the event. Vendors who will be selling merchandise or food must obtain the license and submit with their online application.

To obtain an AZ TPT license, please visit:

https://azdor.gov/transaction-privilege-tax/tpt-license/applying-tpt-license

 CERTIFICATE OF INSURANCE

A Certificate of Insurance is also required for the event. Approved vendors will need to submit an insurance certificate with payment, naming P.W. Litchfield Heritage Center and the City of Litchfield Park as Additionally Insured. Minimum general liability $1,000,000 per occurrence. Please instruct your insurance company to include the following information for the additionally insured:

City of Litchfield Park                                   P.W. Litchfield Heritage Center

214 W. Wigwam Blvd                                   PO Box 1936

Litchfield Park, AZ 85340                             Litchfield Park, AZ 85340

Novelty vendors who do not already have insurance may wish to obtain short-term event insurance from companies such as

ACT Insurance: https://www.actinsurance.com/

OR

Evensured: https://www.eventsured.com/?msclkid=5d3cdebb12601fbbf73bba43c38ccda1

VENDOR BOOTH

Fee includes one (1) 10 ft x 10 ft booth space.

Vendors are responsible for providing their own booth setup.

Vendors are responsible for their own tent, tables, chairs, and displays.

Event organizers do not provide any materials for the vendor to set up their space.

Vendors are not permitted to take chairs, tables, or other items owned by event organizers for their booth.         

    LIMITED ELECTRICAL POWER IS AVAILABLE AT THIS VENUE

    Vendors who need power are encouraged to provide their own QUIET GENERATOR.

    Vendors providing their own quiet generator must include it in the booth layout diagram/photo.

    Use of generators must be approved by the PW Litchfield Park Heritage Center.

    Vendors are responsible for bringing any necessary display equipment and signage.

    Signage must be neat, legible, professional looking and suitable for family audiences.

    Event organizers reserve the right to assign all vendor spaces.

VENDOR SETUP/BREAKDOWN

     Set up:   Saturday, December 7, 2024

               12:00 pm – 3:00 pm

    Break Down: Saturday, December 7, 2024

              8:00 pm – 9:30 pm

All booths must be set up BY 3:00 pm. Attendees will have the opportunity to shop this prior to the   procession this year.

    Vendors must stay throughout the duration of the event. Booths must be attended at all times.

    Vendors may not break down their booths or discontinue sales prior to 8:00 pm.

    Vendors must complete breakdown and vacate venue by 9:30 pm.

PROHIBITED ITEMS

All food, merchandise, and services must be suitable for family audiences.

Vendors may not sell food or merchandise that are mature audience content (including literature, imagery, and other media) depicting nudity or explicit sexual acts, smoking or drug paraphernalia. Neither any merchandise be sold that may imply, suggest, or support this type of activity.

Vendors may not sell food or merchandise that are racist or culturally insensitive, political in nature with trademarked slogans or phrases, or items promoting a particular political candidate for any political seat.

Vendors may not sell food, merchandise, and services that have been recalled.

Edible items may be sold by Food Vendors only.

Vendors may not sell Food, Drink, Concession items, or merchandise unrelated to the vendor’s  business that have not been pre-approved by the PW Litchfield Park Heritage Center.

    NO ALCOHOL or items containing alcohol may be sold at any time.

    Vendors will not be given a refund if they violate prohibited items and may be asked to leave.

SANITATION

    Vendors must leave the venue area clean and in orderly condition.

    Vendors must remove all refuse and unsold goods from the venue.

    Vendors may not use the provided attendee trash cans to dispose of trash.

    Grease and Greywater disposal are prohibited at the venue.

    Food Vendors must adhere to sanitary procedures for selling food and value-added items.

    All Vendors must dress appropriately. Shoes and shirts are required.

    Failure to leave the booth area in the condition it was provided will forfeit future participation.

FIRE & SAFETY

Vendors must obey all AZ fire codes, laws and regulations pertaining to health, fire prevention and public safety.

CODE OF CONDUCT

• Vendors and their guests are expected to conduct themselves with courtesy and in an orderly, professional manner. Argument, harassment of any kind, profane language, or fighting are grounds for revocation of the vendor permit.
• Vendors who misrepresent themselves or their products for the purpose of securing a booth space will forfeit participation in future events.
• Vendors may not share booth space for the purpose of reducing application fees.
• Booths may not be loaned or sublet to anyone other than the applicant.
• Booths must be attended at all times.
• Vendors must refrain from playing music within their booths.
• Vendors are not permitted to bring alcoholic beverages inside the venue.
• Vendors agree to abide by rules and regulations set forth by nearby businesses, government officials, the PW Litchfield Heritage Center and the City of Litchfield Park.