TERMS AND CONDITIONS – Vendor Registration:
Applications should be submitted on or before March 22, 2020.
All Applications must be fully completed. Please include pictures of your booth display/trailer.
Decisions are based on information provided on the 2020 application.
Payment in full must be submitted with application. No partial payments or deposits will be accepted. No one will be allowed to pay upon arrival at the Festival.
Checks will be deposited upon receipt of application. If you are not accepted, your fee will be returned by April 30, 2020
Each Vendor must be registered for the event and will receive a packet containing booth assignments, a map and Vendor information prior to the Festival. Booth registrations are reviewed upon the receipt of a completed application and the Vendor fee. You will receive confirmation of your acceptance to the Festival after review of your application by the committee. El Reno Main Street reserves the right to accept or reject any application.
March: Applications with full payment are due (If you are not accepted into the Festival, your fee will be returned.)
Late March: Burger Day Festival Committee will meet to select Festival participants. Selection is based on creating a diverse Festival of Vendors.
First of April: Acceptance letters and information packet will be sent via email. The decision of the Burger Day Festival committee is final. Acceptance or non-acceptance will not be discussed over the phone by Festival staff. After acceptance, withdrawal from Festival will result in forfeiting your fee. Non-compliance with set-up and hours of operation requirements, may result in an additional fee $150.
Premium 1 – $600: Includes a 10’x10’ space, tent and located on Woodson in front of main stage.
Premium 2 – $300: Includes a 10’ x 10’ space, located either by Stage 2 or main stage (if available)
Vendor Row 1 – $400: Includes a 10’x10’ space, tent and located on N. Bickford
Vendor Row 2 – $100: Includes a 10’ x 10’ space within the Festival area
501c (3) Non-Profits – Please call the El Reno Main Street Office for more information
Booth space is limited and will be reserved on a first come, first serve basis. Preference is given to returning vendors.
No commission will be charged for space. It is the vendor’s responsibility to COLLECT SALES TAX, if applicable, and PAY IT TO THE OKLAHOMA TAX COMMISSION.
SET UP REQUIREMENTS:
Booth Spaces MUST be setup by Friday 1st: Setup 2p-5p and ready to go by 6:00 pm. Vehicles must be unloaded and moved outside the Festival area as soon as possible, but no later than 4pm on the 1st. You will need to supply ALL items necessary for your booth (i.e. tables, chairs, decorations, display panels, AND ANY OTHER ASSOCIATED ITEMS YOU MAY NEED).
If you plan to set up a tent you MUST have weights or barrels secured to the structure. If Festival staff have to hold down or recover a tent due to inefficient weights you will be charged $500 plus damages. THERE IS LIMITED ELECTRICITY AVAILABLE, for a fee. Your space is a 10’x 10’ area marked off in the street, stay within your boundary.
The Festival begins Friday at 6p – 11p and Saturday at 10:00a – 5:00p. Do not start to break down your exhibit until Saturday at 5p.
USE OF SPACE & LITERATURE:
All demonstrations, interviews or sales activities must be conducted within the limits of your booth space. Product, advertising and sales literature may be distributed from your booth only. Vendors must be contained in the designated 10’x 10’ space.
Presentations or sales outside your booth space are not permitted. El Reno Main Street reserve the right to take down any display it deems to be inconsistent with the purposes of the Festival.
FAILURE TO SHOW/REFUND POLICY:
This is an outside event. There is no guarantee for weather.
NO REFUNDS WILL BE GIVEN. Any reserved space not occupied by the company by 4pm Friday, May 1st will be forfeited without refund.
HOLD HARMLESS CLAUSE:
The Vendor assumes the entire responsibility and liability for losses, damages and claims arising out of injury to persons or damage to displays, equipment, or other property brought upon the premises and agrees to indemnify, defend and hold harmless the El Reno Main Street Program and its owners, servants, agents, and any employees against all claims or expenses for such losses, including reasonable attorney’s fees, arising out of the use of space at the Festival. The Vendor understands that the El Reno Main Street Program does not maintain insurance covering the Vendor ’s property or lost revenue and it is the sole responsibility of the Vendor to obtain such insurance.