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Guidelines for Vendor Booth Participation
Location, Date, Time: The 2008 Weekend Rodeo Celebration will be held from 8:00 a.m. to 11:00 p.m., Saturday and 8:00 a.m. to 6 p.m. Sunday, September 20-21, 2008 at Horseman's Park, 5800 E. Flamingo Road, Las Vegas, NV 89122-5502.
Deadline: All applications must be received WITH PAYMENT IN FULL by September 1, 2008. Appplications will be processed in the order received.
Payment: Payment in full is required with the submission of this application. Visa, MasterCard or Discover credit card payments are accepted. Checks or money orders should be made out to the Nevada Gay Rodeo Association. A $30 service charge will be applied for all returned checks. Applications without full payment will be returned.
General Booth Information: All vendor participation will be at Horseman’s Park. Vendor spaces are rented in 10-foot by 10-foot areas and are divided into rate categories. There are a limited number of corner spaces available.
Canopies, Tables, and Chairs: This year all vendors will be under one big tent around the dance and entertainment venue. The charge for tables is $10 and $5 for chairs.
Electricity: Access to electricity is very limited and will be offered only upon approval by the Vendor Coordinator. Basic rate for electricity at the rodeo grounds is $30 per day (i.e., incandescent lights, cash register, and only one halogen light). Heavy use rate at the rodeo grounds is $55 per day (i.e., TV’s VCR’s, microwave ovens, extensive lighting, etc.). Electrical items need to be listed and will be checked the day of the rodeo.
Vending: A summary of all items to be displayed, offered for sale, or distributed without charge, must be stated on the application. To assure optimum benefit for each vendor, applications may be refused if items to be sold are the same or closely similar to others already accepted by the vendor coordinator for sale by another vendor. Vendors agree not to discriminate against any individual on the basis of sexual orientation, gender, race, color, physical limitations, or heritage. NGRA reserves the right to require any vendor to remove from display and immediately cease selling or distributing any item that could be deemed inappropriate and/or that might cause a disturbance. Sexist, racist or homophobic materials will not be permitted. For compliance with county health codes, no consumable items may be sold unless necessary health permits are obtained and the items are listed on the vendor application. Unless by special arrangement with the vendor coordinator, vendors may not sell bottled water or soda. UNDER NO CIRCUMSTANCE WILL A VENDOR BE ALLOWED TO SELL ALOCHOLIC BEVERAGES. All vendors must provide their own ice.
Placement: Vendors will be placed on a first-come, first-served basis, and according to need for electricity.
Admission Passes: The vendor area rental includes two (2) admission passes per 10-foot x 10-foot space or snack vending space, or four (4) admissions passes for food vendors. All booth personnel will be required to sign a liability waiver holding harmless the Nevada Gay Rodeo Association, the International Gay Rodeo Association and their sponsors. Additional admissions may be purchased on the day of the event for $15/day at Horseman’s Park.
Permit and Licenses: Vendors are required to obtain, pay for, and assume all responsibility and liability for, any and all permits and licenses that may be required by Clark County and/or the State of Nevada. All permits and licenses must be available for inspection at all times. Food vendors will be required to complete a special event use permit and pay necessary fees ($126 in 2007) through the Southern Nevada Health District. Information on how to obtain and submit the necessary forms and payment will be provided by the vendor coordinator to food vendors. A county health district official will inspect each food vending station during the course of the weekend. Failure to obtain and have available the permit and comply with the county health district’s food service recommendations may result in closure of the booth.
Sales Tax: Vendors selling any item subject to Nevada Sales Tax assume all responsibility and liability for obtaining and paying for a valid Nevada resale Permit, for the collection of all sales taxes on items sold and for payment to the State of Nevada of all Sales Taxes collected. Sales taxes will be collected by the Nevada Gay Rodeo Association when vendors collect clean-up deposits on Sunday at the show office. The current sales tax is 7.75%. Failure to supply sales tax form voids your clean-up deposit.
Cancellation: Once an application is accepted by Nevada Gay Rodeo Association, and before September 1, 2008, a vendor may cancel by notifying NGRA in writing. Any refund will be dependent upon resale of that space. In no event will fees be refunded if cancellation notice is postmarked on or after September 2, 2008.
Cancellation notices must be mailed to NGRA BigHorn Rodeo Vendors 2006, PO Box 96055, Las Vegas, NV 89193, or e-mailed to vendors@bighornrodeo.com.
This is a rain or shine event. No refunds will be given because of inclement weather.
Set-Up: Instructions for set-up of vendor areas will be given with confirmation of the fees paid. Hours of operation for vendors will be 10:00 a.m. to 10:00 p.m. on Saturday and 10:00 a.m. to 6:00 p.m. on Sunday, September 20-21, 2008. Rodeo events will be start at 8:00 a.m. NGRA requests that all booths be open for operation during vendor hours at the park. No vehicles may be parked or used for loading and unloading within the public areas or during rodeo hours of operation or on grass areas at any time. Because of the risk of damage to the park’s sprinkler system, no stakes may be used in the grass. Tents or canopies must be secured by weights, such as cement blocks or sand bags.
Security: NGRA will provide limited on-site security for the grounds when the park is closed. It is the vendor’s responsibility to appropriately staff the booth during rodeo hours of operation and to secure the booth area when closed.
Clean up: Vendors agree to leave their area in the same condition as received. All articles to be disposed of must be placed in receptacles provided.
No Pets Policy: Due to health department rules and as a consideration for our visitors, absolutely no pets are allowed on the rodeo grounds (with the exception of bonafide seeing-eye dogs). This rule applies to all pets – exotic, as well as domestic. Please do not request any of our personnel to make an exception for your pet.
If you have any questions or comments about this application process, please contact David Blackwood at (702) 236-3495, or e-mail him at vendors@bighornrodeo.com.
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