2012 Vendor Information

Vendor applications for the 55th Monterey Jazz Festival are now being accepted. Please read the following information; online application follows.

ANNUAL CONCESSION REVIEW:  In order to provide the best variety of food and merchandise for our Festival patrons, the Festival reviews all concessionaires on an annual basis.  The Festival reserves the right to determine which vendors will return annually.  Therefore, please be aware that a booth at this year’s Festival does not automatically ensure a space next year.  The Festival reserves the right to move a concessionaire to any location at any time in the best interest of the Festival and its patrons. 

RETURNING VENDORS – GUARANTEED SPACE

A returning vendor, subject to Monterey Jazz Festival Concessions approval, may secure their former booth space by paying a $500 deposit by May 1, 2012. To receive the reduced rate shown in the fee table, send FULL payment by May 1, 2012.

NEW VENDORS

A new vendor, once approved by Monterey Jazz Festival Concessions, may receive the reduced rate shown in the fee table if FULL payment is received by May 1, 2012.

FEES:  Fees paid by Credit Card (Visa/Mastercard only) or a cashier’s check or money order made out to the Monterey Jazz Festival must be included with this contract, except in the case of first time vendors who must wait to send payment until they are notified of acceptance by the Festival.  NO PERSONAL OR BUSINESS CHECKS will be accepted.  Cancellations before August 17, 2012 are subject to a $500 cancellation fee.  No refund after August 17, 2012.    

BOOTH SPACE:  Vendors will be assigned a booth space by Monterey Jazz Festival.  All vendors are required to stay within the assigned marked space.  Arcade vendors (Booths #101 through #154) must not block any part of the asphalt in front of the space because of state ADA and fire regulations.  This will be carefully monitored.  Booth spaces cannot be sublet or shared.  No mounting of Velcro or any type of tape on walls of booth spaces is allowed. Vendor must reimburse Monterey Jazz Festival for any damage done to space or grounds. Vendor agrees that authorized representative of Monterey Jazz Festival shall have access to booth space for security reasons.

MUSIC:  No hand drumming, recorded or live music is permitted in or at the booth space.

DRUG OR ALCOHOL use is not permitted and will result in vendor being removed from the grounds and possible arrest. 

ANIMALS are not allowed on the Fairgrounds.

TENT RENTAL:  Contact A to Z Rental Center, Inc. in Seaside at 831-394-6751.

SIGNS/BANNER:  Vendors may not advertise or display signs, banners or products that are in direct or indirect competition with Festival sponsors/partners.  Signage cannot interfere with neighboring booths.

BOOTH SETUP/TEAR DOWN:  Merchandise and Food Vendor check-in is at Gate 6B beginning at 8:00 a.m. on Friday, September 21, 2012 and all vehicles must be off the grounds by 3:00 p.m. – vehicles will be towed after 3:00 p.m. Friday, September 21, 2012.  For safety reasons, booths will not be permitted to tear down until after 12:30 a.m. Monday, September 23, 2012 (night).  Tear down is also permitted on Monday, September 24, 2012 until 1:00 p.m.  Please be aware that Concession Crew is not available to assist in tear down.

HOURS OF OPERATION:  For the convenience of our patrons, concession booths must be open for business when Festival gates open each day (6:00 p.m. Friday, September 21, 2012, 11:30 a.m. Saturday, September 22, 2012 and 11:00 a.m. Sunday, September 23, 2012) and stay open until 12:30 at night.

ELECTRICITY:  All booths numbered in the 100's and 300's (arts & crafts, permanent food booths) come with electricity/lights at no extra charge. All booths numbered in the 200's, if needing electricity, must submit a Vendor Electrical Service Order Form to Dennis Broughton; 831-566-3908 or dennis@montereyjazzfestival.org. See Electrical Service Order Form available here.

PHONE/DATA LINES:   Phone lines are no longer available on site; please plan accordingly by utilizing wireless technology for credit card transactions. The Monterey Fairgrounds now has full Wi-Fi coverage.

DELIVERIES:  The Festival Concessions Supervisor and his crew will assist vendors with all deliveries during hours of event operation.  All deliveries go through Gate 6B which will be open at 8:00 a.m. daily.  All supplies will be unloaded at Gate 6B by the crew and delivered directly to the vendor booth.

LIABILITY:  The Monterey Jazz Festival will accept no liability for vendor losses due to Fire, Theft, Weather, Pests, or Loss of Electricity.

INSURANCE For Event Period Only:  All vendors are required to have liability insurance coverage to participate in the Monterey Jazz Festival.  This required liability coverage is provided under a policy issued by the California Fair Services Authority pooled Special Events liability program and its cost is included in your booth fee and no additional payment is necessary.   This coverage will satisfy the insurance liability requirements of both the Monterey Jazz Festival and the Fairgrounds. 

WORKERS COMPENSATION INSURANCE:  You are advised to carry Workers Compensation Insurance on any of your paid employees.  This coverage is not provided by either the Monterey Jazz Festival or the Monterey Fairgrounds.

VENDORS WHO HAVE THEIR OWN INSURANCE:    The booth fee covers the cost of the liability insurance required by both the Festival and the Monterey Fairgrounds and you are automatically insured for the three days of the Festival.  Please note that there will be no refunds for those vendors who have their own insurance coverage.

MONTEREY BUSINESS LICENSE:  All vendors must have a current Monterey Business License.  They will only issue licenses to those vendors who have a signed contract with the Festival. Contact City of Monterey Revenue Office, 735 Pacific St., Suite A, Monterey, CA 93940.  Telephone 831-646-3944 or print out Business License Form available here. Vendors without a current license will not be permitted on the grounds. You must apply for your business license no later than September 14, 2012.

CALIFORNIA RESALE LICENSE:  Vendor is responsible for obtaining a valid California resale number prior to submitting this contract and the law requires that you must produce evidence of permit. Application package: http://www.boe.ca.gov/pdf/boe400spa.pdf or for additional information, contact Larry Roberts, 250 South 2^nd Street, San Jose, CA 95113 (408) 938-7776. Vendors without a current license will not be permitted on the grounds.

HEALTH/FIRE DEPARTMENT REQUIREMENTS:  Vendors shall comply with Monterey County Health Department rules and requirements and complete and return a Temporary Food Facility Application along with fee that must be paid directly to the Health Dept. at least 14 days prior to the event to avoid a payment penalty.  The Monterey Fire Department mandates that all food vendors are required to have a currently dated legal fire extinguisher. Health Department inspectors will be on the grounds during the event and health & fire guidelines will be strictly enforced.  No refunds will be made by Monterey Jazz Festival to a vendor whose operation is closed down by the Health or Fire Department for failure to comply.  All cooking equipment must be approved by the Monterey Departments of Health and Fire – no substitutions! For application and fee information, contact the Monterey County Health Dept., 1200 Aguajito Rd., Monterey, CA 93940. (831-647-7654) or print out Temporary Food Facility Application available here.

FOOD BOOTH FLOORING:  Food vendors are required to have some sort of flooring in the booth.  Direct food preparation on the ground is prohibited – please refer to County of Monterey Regulations.

DUMPING OF GREASE & FIRE COALS:  The Fairgrounds will provide the location of containers for food vendors to dispose of grease and fire coals.  Dumping of grease and fire coals in any other area will result in a fine and vendor will be removed from grounds.  This is a State Fairgrounds and Health Dept. regulation. Portable or permanent toilets cannot be used to dispose of any materials including, but not limited to, grease, waste food, liquids, oils, coals or any other materials.  Please consult map for disposal locations.

CREDENTIALS:  Limited credentials are provided to vendors for working booth staff only (see front page for number of credentials allowed per booth). The sale, barter, trading or exchange of these credentials is strictly prohibited. Violation of this policy will result in ejection from Fairgrounds of violator.  For security reasons, all vendors and employees must be wearing an appropriate wristband for that day.  These wristbands will be put on all vendors and employees by the Concession Crew at Gate 6B.

PARKING:  There will be no vendor parking credentials available for purchase.  Limited camper or stock truck parking area is available at our RV lot at current RV space pricing. Parking information & map will be provided upon acceptance and signed contract.  Vendor parking will be available on the Old Salinas Highway close to the Fairgrounds.

PRODUCTS TO BE SOLD:  Only those items listed on the application page of this contract are allowed to be sold.  Changes or substitutions without notice to Festival could result in removal from the grounds.  You are restricted to selling only lawful goods and services from your booth. Please note:  Any mail orders taken at the Festival must be shipped to client within 3 weeks following the Festival.

GREENING THE MONTEREY JAZZ FESTIVAL

• FESTIVAL WATER PROGRAM:  No sales of bottled water are allowed; there are water filling stations at key locations around the Fairgrounds, and reusable Monterey Jazz Festival water bottles and disposable cups are available for sale.
   
• FOOD BOOTH SERVICE WARE:  The City of Monterey and the Festival have instituted strict green regulations.  Please be aware that all vendors are required to use 100% biodegradable and compostable service ware.  No Styrofoam is allowed.  See food service ware information. 

VENDOR FOOD FOR FESTIVAL STAFF/ARTISTS:

We are looking for Food Vendors to provide food for staff and artists. The festival issues tickets to staff and artists – one ticket per person on Friday and two tickets per person, per day on both Saturday and Sunday.  The Festival pays the vendor $8.00 for each ticket collected.  Last year we issued approximately 1,400 tickets to our staff and artists.  This program has been a great source of business for those vendors who have participated over the last several years.  All meal tickets MUST be turned in by close of business Sunday, September 23, 2012 (NO EXCEPTIONS). On the application please print to whom payment shall be made and check the box if you would like to participate in the meal ticket program.

Full PDF application can be downloaded here or enter your name and email address below to continue to the online application

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BY ENTERING MY NAME BELOW, I ACKNOWLEDGE THAT I HAVE READ, UNDERSTAND AND WILL ABIDE BY THE TERMS AND CONDITIONS IN THIS AGREEMENT AND HAVE THE AUTHORITY TO CONTRACT ON BEHALF OF VENDOR.  ANY BREACH OF THIS AGREEMENT COULD RESULT IN VENDOR BEING REMOVED FROM FESTIVAL GROUNDS AT ANY TIME.