Vendors at The Green Steam Circus include:
Would you like to be a vendor at GSC? Here’s an application. Thanks for your interest!
Here are our vendor guidelines:
May 15, 2010
Product Restrictions:
• Booth acceptance is based on the understanding that you will sell only those items listed in your application. You may not sell any additional items without our express written consent. In addition, those items we specify you may not sell must be omitted from your product line. In this case, we will contact you before depositing your booth fee.
• Vendors may not sell any item with the Green Steam Circus logo/s without the express written consent of GSC. Additionally, you may not sell any item with the name or image of any act playing the festival, without express written consent of said artist.
• Art vendors may not sell food or drink. Food vendors may only sell food. Food vendors may NOT sell alcoholic beverages, soda or bottled water. These items are sold exclusively by the festival.
Booth Selection:
• Hand-made or hand designed product.
• Unique, creative and quality merchandise.
• Previous history with us. • Our desire to offer a quality assortment of merchandise.
• Vendor community &/or county residency.
* We wish to offer a high quality mix of food and crafts. While our emphasis is on quality hand- made &/or local items, though we are NOT a ‘hand-crafters only’ or ‘local only’ event.
Booth Placement:
Booth placement is based on, but not limited to, the following:
• Receipt of payment.
• Our desire to offer a quality assortment of merchandise.
* Due to the lay out of the venue food and craft vendor may be separated into multiple areas and placed appropriately by GSC staff and may be altered at time of load in.
General Booth Information:
• Booths are laid out on grass.
• Vendors must provide their own booth shelter. Shelter must be sturdy and in good condition.
• Booth spaces are limited to single story structures. (art-10’ wide x 10’ deep / food – 10′ wide X 10′deep, or approved mobile catering unit). Your front 10’ is open to the crowd. Displays must be contained within your space.
• Booths MUST be anchored to the ground by weights or stakes. In the event of high winds or inclement weather, booth owners are responsible & liable for the security & safety of their structures, as well as anything contained within.
• All equipment, supplies and overstock must be stowed and hidden within the space provided. No materials or equipment should be visible to the crowd. This is your store front, so it should appear to be inviting, & appealing to our patrons.
• Hours of operation extend beyond dark. Vendors are responsible for furnishing and lighting their own booth. No lights should be pointed into the crowd, or away from the booths.
Your booth/display must have:
• An attractive, professional, maintained appearance.
• Quality merchandise.
• Courteous, friendly, music loving personnel.
• Displays secured against wind/weather.
Passes:
Every accepted vendor will receive the following, for each booth space purchased:
Art: 2 working passes & 1 parking pass
Snack/Entrée: 4 working passes & 2 parking passes
• Passes will be supplied during load in, once vendors have checked in. We cannot be responsible for getting your passes to your staff. You must make these arrangements. No passes will be held at willcall, or by vendor relations staff.
• If you have extra employees, you will have to purchase additional employee wristbands. Additional wristbands will be available for purchase from your vendor coordinator during/after check-in.
Electrical/Lighting:
• All booths will be supplied with power *nearby. *Please bring an outdoor rated, 100ft extension cord & power strip/s, cords, etc.. You will be allotted one outlet/plug (craft 1-110v, food 1-220v), & are responsible for dividing it from there. Any additional power needs must be specifically set forth in the application.
• Vendors will need to furnish own lighting and accessories. All electrical equipment requiring electricity-power strips, multi outlet taps, extensions cords, etc., must be grounded and suitable for outside use.
• No generators or propane lamps allowed.
Water:
• A source of water is provided to food vendors. You must bring your own hoses and splitters.
Miscellaneous:
• Any music from your booth must be off when artists are performing on stage. Vendors are not to interfere with the entertainment or their neighbor’s ability to do business.
Signage:
• Vendors are required to provide a sign for the front of their booth, displaying company name.
• Signs must be single story only.
Booth Hours:
Vendor booths must be open and staffed between the hours of:
Saturday May 15th 4:00pm – 12:00am
• ALL vendors must be open, staffed, and ready for business when the *gates open, and remain so until the festival concludes.
Loading In/Out of the festival grounds:
• Load in will be thru the main entry of the parking lot into a vendor parking lot behind the main stage area where vehicles can be accessible during the festival. In the event of foul weather/precipitation, alternative load in/out directions will be supplied by staff.You will be contacted via email, with a specific load in time & request for confirmation. Please arrive 15 min. before this time. If you are late, you will be moved to the end of the line.
Food:
• Mobile Catering Unit – Friday 5/14/10 @ 2-4pm*
• Tent – Saturday 5/15/10 @ 12pm*
• Craft: Friday 5/14/10 @ 2-4pm*
*times are subject to change
Day of information:
Load in 5/15/10 @ 1pm
• PLEASE DO NOT SHOW UP EARLY FOR LOAD IN, EXPECTING TO PULL RIGHT IN. You will not be allowed to enter the site until your scheduled load in time, unless otherwise permitted by coordinator. If we can accommodate we will, yet those scheduled first, take priority.
• No late set-ups/early breakdowns allowed, unless coordinated before the event! You must arrive, unload and set up in the allotted time. All spots are pre-determined before load-in. If your operation requires more time to unload or an early break down, please list your request & reason in the special requirements section of the application, so you can be placed accordingly.
• Once you load in, you will not be able to bring your vehicle back in until load-out after Saturday’s show. Plan on bringing everything in during load in. Bring a hand truck and/or cart if you need to load anything in and out daily.
• Any additional preparations must be approved by GSC staff.
Load out 5/15 (technically 5/16am)
• Load Out: All vendors must load out after the conclusion the show.
• Vendors breakdown with the conclusion of the festival night, *approx. midnight.
• Do not try to bring in your vehicle or wait by the front gate. After the crowd sweep, vendor relations staff will coordinate load out with you, and we will notify vendors to bring in their vehicles. NO vehicles are permitted in venue until all patrons have been evacuated. Please make sure ALL of your staff is aware of this guideline & abides by it.
Please bear with us and be patient. This is not an easy, nor quick process. You can help by breaking down and packing up your booth while you wait to be signaled, to bring in your vehicle/s.
Other FAQS
Security:
• Security will be provided during the overnight hours on Friday 5/14.
• Vendors are responsible for covering your merchandise and booth openings with tarps, and securing your booth.
Trash:
• Vendors are responsible for leaving booth spaces & area CLEAN. All trash from your operation must be removed when you load out. Failure to do so will jeopardize your return to future events. There is a dumpster on site & all waste must be placed in its proper receptacle.
• Food vendors must dump all waste and gray water in specified locations.
• Vendors are NEVER allowed to dump ANYTHING on the ground. Food vendors are responsible for collecting any/all gray water in buckets provided by the GSC. Buckets must be returned to designated area for proper disposal. Vendors are responsible
for collecting, removing, & disposing of any & all grease.
• All Food Vendors must comply with Travis County health codes.
Insurance:
• All food vendors &/or any vendor selling an item to be consumed on site, must provide proof of $1,000,000 insurance coverage, & provide additional certificate holder listing*.
• ALL vendors must sign a liability waiver, before they will be permitted to set up on festival grounds.
This waiver releases GSC & affiliates from any liability pertaining to a vendor, their staff, &/or operation.
*Specific instructions sent with request, upon acceptance.
Taxes:
• Vendors are responsible for collecting & paying their own local state sales tax, on all items sold at the festival. Current tax rate is 8.25%. (6.25% state, 2% Travis county).A copy of your tax permit must be displayed during operations, on site.
Where to apply for a ‘State of Texas Sales and Use Tax Permit’: State of Texas Comptrollers Office Phone: 1-800-252-5555 512-463-3961 Field Office downtown Austin: 111 West Sixth Street, Austin,Tx. 78701-2913
http://www.window.state.tx.us/ There is no fee for either permit. The application is online at http://www.window.state.tx.us/taxinfo/taxforms/01-forms.html
Kids:
• No one under the age of 18 will be allowed into the festival unless accompanied by an adult due to the nature of some of the performances taking place at the festival.
Location/Directions:
http://www.thebackyard.net
Other:
• For any other festival information please contact Austin’s Elite Entertainment
• GSC maintains a zero tolerance policy against Weapons and Illegal drugs.
Friendly Tips:
• Bring in your necessities (coolers/beverages/etc.) during load-in. During the event, vendors using festival gates may bring in extra operation supplies, yet will be subjected to the same security checks, as the general public.
Bring plenty of…
• Coin (if applicable) and cash change! There will be an ATM on site.
• Everything you need to be there all day. Festival is rain or shine. Booth fees are non-refundable, once vendor is officially accepted.
* All unaccepted vendor payments will be returned as soon as the final decision is made. If the Organization (vendor) has not fulfilled their obligations to the Green Steam Circus (GSC), and have not operated their booth in a prudent manner as determined solely by the GSC Staff, removal of the vendor or objectionable work will be requested. The Organization will operate as an independent contractor. GSC will not be responsible for the loss or damage of merchandise or equipment in the booth area, nor do we assume any responsibility for any liability incurred by any booth operator.
* Festival rules and guidelines are subject to change at anytime, with due notice. By signing the application, you agree to all of the above, and all guidelines included in this document.
Will you be having vendors other than food? I do steampunk jewelry and accoutrements….
Yes! How exciting! Please see our vending site. There is now an application online. Thanks for your interest!