2018 Seabreeze Jazz Festival - Vendor Application

2018 Seabreeze Jazz Festival - Vendor Application

2018 Seabreeze Jazz Festival Vendor Application / Terms and Conditions

The Seabreeze Jazz Festival is a cashless event
Zero Tolerance Policy

Vendors are *REQUIRED* to make all sales using the Intellipay Cashless System, taking payment ONLY off of wristbands in the form of cashless JAZZBUCKS. Any vendor found taking cash or credit card as payment will be asked to leave immediately and will forfeit all sales to date. No cash registers will be allowed in booth spaces. We will provide you with a cashless terminal to conduct sales at the event. No cash tips are allowed as we are a completely CASHLESS event. All sales will be done by wristband through Intellipay. Vendors will receive login information from Intellitix to access sales reports for their booth for the weekend online. Payment and final sales reconciliation report will be made available to vendors 72 hours post festival. This allows time for Seabreeze Jazz Festival to provide a printed report of sales to include with the payouts and for Intellitix to verify portals have been returned in working order from the vendors. Checks can be mailed on request to the address on file or arrangements can be made to have them picked up at our office. All vendors must have their booth space checked for cleanliness by a Seabreeze staff member before departure. All trash and debris must be taken to the Gold Reserve area dumpster by vendor and the area must be free of grease and oil dumps. You will receive the net payment after deductions are made for the 25% festival commission and the city, county, and state sales tax are made. All taxes due by vendors are paid by the Seabreeze Jazz Festival with the deducted tax amount. Vendors will be receiving a W-9 form to fill out from the Seabreeze Jazz Festival for tax return filing purposes. The Seabreeze Jazz Festival will not be responsible for any loss of inventory or sales due to improper or invalid operation of the vendor’s POS terminal by the vendor. It is imperative that vendors attend the mandatory cashless POS training and utilize the on site help that is available to them by Intellitix and The Seabreeze Jazz Festival during the event. In the case of a mistake or improper transaction, the vendor is responsible for informing a staff member immediately to have the problem corrected. You, as the vendor applicant, are aware that if you take any form of cash and/or credit card payment for services at the Seabreeze Jazz Festival for any product or service you will be asked to leave immediately and forfeit all rights to all revenue collected during at my booth for the weekend. Your location will be closed and your equipment available for pickup on Monday morning during checkout and inspection.

In the case that eviction occurs and vendor eviction occurs, Carter Broadcasting, Inc, WILL RETAIN 100% OF ALL SALES TO DATE. NO MONEY WILL BE REFUNDED.


Only food/beverage vendors will be allowed to collect tips from patrons.
For these vendors there will be a button programmed on your Cashless POS for patrons to leave tips. NO CASH TIPS WILL BE ALLOWED, they must be paid using Jazzbucks. Tips are non taxable but please note 25% Commission will still be taken out of tips. Every transaction conducted through the Cashless system will have commission taken out of it.

Booth Signage:

Vendors will be permitted to hang signs/banners above their booth space. Signage should not exceed a maximum height of 2.5 feet (32 in) above the tent and should be no longer than your booth. All signage will require final approval by Seabreeze Staff.

Booth Logistics:

Vendors will be required be bring their own tables and chairs for use within their booths. None will be provided.
For Vendors renting booth space under a provided Seabreeze Jazz Festival tent, basic bistro lighting will be supplied.

Seabreeze Will Be Providing Vendors With:

Designated Space under Tent (As selected in Vendor Application)
Basic Bistro Lighting Supplied
Vendor Parking Passes and Vendor Wristbands Specified by booth size.

All vendor items must remain within the vendor space under tent, including signs and chairs. The Seabreeze Jazz Festival WILL NOT be providing tables or chairs to vendors, vendors must supply their own.

Vendor Passes Will be Allocated as Follows:

Food Trucks: receive SIX (6) 4-Day Vendor armbands and THREE (3) Vendor Parking Passes

20x20 Food Vendor Booth: receive EIGHT (8) 4-Day Vendor armbands and EIGHT (8) Vendor Parking Passes

10x10 Food Vendor Booth: receive SIX (6) 4-Day Vendor armbands and THREE (3) Vendor Parking Passes

10x10 Craft Vendor Booth: receives TWO (2) 4-Day Vendor armbands and TWO (2) Vendor Parking Passes

10x20 Craft Vendor Booth: receives FOUR (4) 4-Day Vendor armbands and TWO (2) Vendor Parking Passes

Up to FOUR (4) additional vendor parking passes may be purchased at $50 each and up to EIGHT (8) additional Vendor wristbands may be purchased at $150 each (PLUS TAX AND FEES)

Vendor Wristbands:

Vendors will be provided with VENDOR wristbands and are required to wear them on their wrists. Anyone found without a wristband will be asked to leave the event. The Vendor wristband is only for the use of you accessing the venue to run your booth. It is forbidden for vendors to set up seating in the field to watch the show. You are welcome to enjoy the event but you must do so from your booth. Any vendors or people wearing vendor wristbands who are found sitting in the attendee seating area or roaming without permission are grounds for eviction from the event. Vendors and staff are NOT ALLOWED to set up chairs in the concert area prior to gates opening. We will also not allow you to set your chairs up and leave them unattended for a later use. Chairs left in the concert areas will be removed by the event staff and not returned.

Vendor Parking Location:

Vendors may park either in the general festival attendee parking, or in the Designated Vendor Parking lot Next to the Gold Reserve Parking using their provided Hang Tag.

Festival Dates and Times:

April 19-22nd, 2018
Doors open: Thursday & Friday VIP 3:30pm & General Admission 4pm
                      Saturday & Sunday VIP 9:30am & General Admission 10am
Show ends: 10:30pm All Dates

Vendors are required to be operational:

Thursday, April 19th, 2018:   3:15pm - 10:30pm
Friday April 20th, 2018:         3:15pm - 10:30pm
Saturday April 21st, 2018:     9:15am - 10:30pm
Sunday April 22nd, 2018:      9:15am - 10:30pm

Vendor Check in and Setup Hours:

Wednesday, April 18, 2018 8:00AM – 5:00PM

***All vendors are required to have their booth set up by 4:45 PM on Wednesday April 18, 2018. at 5:00pm Vendors will be asked to exit the field and remove their cars from inside the Venue. No cars are allowed to drive onto the field to restock or unload after this point. All restocking must be done by hand cart. Thursday April 19th, 2018 vendors must attend Cashless System Training with Intellitix staff at a time TBA.

***In Order to set up Vendor Liability Insurance and Auto Insurance for vehicles being driven onto the field must be on file with the Seabreeze Jazz Festival

Vendors will be assigned a specific space at the event as selected by festival management based on size and electrical requirements. All vendor vehicles must be in the vendor parking lot and cleared from the festival grounds by Wednesday 4/18 at 4:45pm. No vehicles will be allowed inside Thursday, Friday, Saturday, or Sunday. Hand carts only. Any vehicle that is inside the festival grounds at that time or parked anywhere other than the designated vendor parking area will be towed at the vendor’s expense. Overnight security will be provided beginning on Tuesday April 17th, 2018 at 5pm. Vendors are not allowed to have golf cart/gator/four wheelers or like vehicles inside the festival grounds during the event operating hours. NO VENDORS MAY SLEEP OVERNIGHT IN RV'S WITHIN THE VENUE OR IN THEIR VENDOR LOCATIONS. PLEASE MAKE ACCOMODATIONS ELSEWHERE.


The festival will take place rain or shine. Please keep up-to-date on weather reports and plan your attire and preparations accordingly. No Returns, Exchanges, or Refunds

Vendor Etiquette:

Vendors must comply with General Festival Rules on Festival Entry and Security Searches:
Vendors will be required to scan In at gates and bags will be searched
Please See seabreezejazzfestival.com to reference what items are prohibited and non-prohibited
Limit one bag per person and all bags are subject to search.
No Coolers, No exceptions. No outside food or drink allowed

Insurance and Inspection Requirements:

Each vendor is required to furnish Carter Broadcasting Inc., dba Seabreeze Jazz Festival, with a certificate of insurance with proof of coverage at a minimum of $1,000,000 combined single limit general liability coverage naming Carter Broadcasting Inc., dba Seabreeze Jazz Festival, as additional insured. Proof of Automobile and Workers’ Compensation coverage with minimum of $100,000 combined single limit is required as well. Failure to provide proof of insurance will result in a 50% loss of application fee and no admittance into the event. Food Trucks/vendors also need to send a copy of a recent Health inspection certificate Vendors must follow all city, county, state and federal laws to include any licenses or permits needed to operate during the event.

Food Safety & Food Vending Booths:

Food vendor areas will be inspected nightly for proper food storage and cleanliness. Vendors who do not store foods safely, will be closed down and forfeit their proceeds. Food Safety is a must!

Food Trucks must check out with a Seabreeze Staff Member every night before leaving the venue so that an inspection of cleanliness and food safety can be made. If Vendor does not wish to check out in person each night, then the Food Truck must be left unlocked so that Seabreeze Staff can perform the necessary nightly inspection. A cell phone contact number for food truck vendors must be supplied in case we need to contact you regarding your truck inspection. Food vendors refer to: http://www.floridahealth.gov/environmental-health/food-safety-and-sanitation/ _documents/preventfoodcon.pdf for food safety guidelines WE DO NOT GUARANTEE PRODUCT EXCLUSIVITY - WE DO RESERVE THE RIGHT TO DENY ITEMS IF WE FEEL THE CATEGORIES ARE TOO OVER REPRESENTED.

Vendor Booth Take Down and Check Out:

Vendors may begin taking their booth spaces down after the close of show on Sunday night at 10:30pm. Take Down and removal of items from booth space MUST BE COMPLETED by 1pm on Monday April 23rd, 2018. Cars and vehicles will not be able to enter the festival Venue to pack items directly into until 8am Monday morning. Any take down that is done Sunday Night must be hand carted back to your vehicles. All vehicles must be removed from venue grounds by 1pm on Monday. All trash and debris must be taken to the Gold Reserve Area Dumpster by vendor and the area must be free of grease and oil dumps. Vendors must have their booth area inspected by a Seabreeze Staff Member and Vendor must fill out a W-9 Form and submit it before payment is distributed. PLEASE NOTE THERE IS A 25% COMMISSION ON ALL GROSS SALES, CITY, and STATE TAXES TO PAY. No unapproved items. Final menu and pricing POS Submission Form will be due 3/1/2018 for vendors who receive an acceptance letter. ABSOLUTELY, NO SUB LEASING OF SPACES, APPLICANT MUST BE ON SITE WITH THEIR BOOTHS

Important Dates and Times for Vendor Applicants:

February 1st, 2018 by 12:00am CST (Midnight )-----Application Deadline
[Submitting an application DOES NOT guarantee acceptance for the Seabreeze Jazz Festival 2018]

February 15th, 2018-------- 2018 Vendor Acceptance letters will be EMAILED to Vendors selected for 2018 from The Seabreeze Jazz Festival

All of Following are due by March 1st, 2018 by 12am CST ( Midnight)
1) Proof of Insurance (Liability and Automobile)
2) FULL PAYMENT of Application fee and electricity fees
3) Vendor Final menu and pricing POS Submission Form with pricing factored including TAXES and COMMISSION

Menus received after March 1st will incur a $100 late fee. Booth Rental payment after March 1st will also incur a $100 late fee. If both Menu and Payment are late the total in late fees to be added will be $200. Any Changes made to pricing or menus after original submission to the Seabreeze Jazz Festival will incur a $5 fee per item or price. If Menu and Full Payment (including late fees) are not received by March 8th, 2018 then the Vendor will forfeit their opportunity to participate at the Seabreeze Jazz Festival 2018 and their accepted application will be voided for 2018. No payment will be accepted after 3/8/18, no exceptions.

Set Up Dates: Wednesday, April 18, 2018 ( 8:00 AM – 5:00 PM CST)

Take Down Dates: Monday April 23rd, 2018 (8am-1pm), Inspections available at 11am. Checks can mailed upon request, please allow 72 hours after the close of the event for Vendor Payment to be made available. Booth inspection will be required prior to vendor’s departure.

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