FIFTH ANNUAL
ROTARY DISCOVERY FEST
CRACKER CATTLE DRIVE & COWBOY ROUND UP
Presented by the City of Ocala’s Recreation and Parks Department
Saturday, February 11, 2017 | 10 a.m. – 4 p.m.
Vendor and Demonstrator Application,
Contract and Terms of Participation
DEADLINE FOR SUBMISSION: December 30, 2016
Event Rules and Terms of Participation
It is the City of Ocala’s intent to provide a high quality, family friendly, home-town event atmosphere. As
such, vendors and entertainers that further the city’s goal of providing a variety of merchandise and
activities are more likely to be selected for participation. Participation in this event should be considered
a privilege.
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Applications submitted by mail. All applications must be mailed (along with total payment
due) to the City of Ocala Recreation and Parks Department, Attention: Jeff Inglehart, 828 NE
Eighth Ave., Ocala, Florida 34470 and must be postmarked by the deadline date of December
30, 2016. All fields of application must be fully completed according to vendor/demonstrator
(hereafter referred to as simply vendor) type and booth size as specified on page 5 of this
agreement.
Applications submitted by email. All applications must be emailed to Jeff Inglehart at
[email protected] and must be received by the deadline date of December 30, 2016. All
application fields must be fully completed according to vendor/demonstrator (hereafter referred
to as simply vendor) type and booth size as specified on page 5 of this agreement. All credit card
information, as indicated on page 5, section C, must be completed in full, not unless you have
submitted full payment by mail or in person prior to December 30, 2016.
Applications postmarked or emailed outside of the deadline will only be considered if openings
become available. In the event that all vendor spaces are filled, applications that do not meet the
deadline stipulations will not be reviewed.
The city will not give preferential selection to prior vendors nor will we use a first-come, firstserved selection process. The highest quality vendors (judged by the proposed product offerings,
booth space appearance and our knowledge of your operation from prior participation) will be
selected for participation.
WESTERN DRESS AND DISPLAYS ARE REQUIRED. All vendors are expected to create the illusion
of western dress, structures, booth displays and decorations. We suggest jeans, button shirts and
cowboy/cowgirl hats. Period “costumes” are welcomed and can be as elaborate as you would like.
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Rotary Discovery Fest. Application, Contract and Terms of Participation
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Vendors must submit at least two 4" x 6" color photographs, which will not be returned.
o Each photograph must have both vendor and business name written on the back.
o If the vendor application is emailed, you must attach all photos which must have both
vendor and business name written on each photo.
o Photos must adequately portray the vendor’s product, tent and signage (although signs
must meet the event sign standards specified herein).
o Submitted photos should be the vendor’s best representation of what the booth will
look like and what type of products the vendor will offer. The city expects that the
vendor’s booth and products will resemble the photo depiction in quality and appearance.
A detailed list indicating products to be offered for sale or activities to be offered, price per
item (if applicable) and photographs depicting all types of merchandise or activities must
be included.
 In order to stay true to the event theme, the city is seeking vendors that can provide unique
offerings to our patrons, not only with their attire and booth set up, but with merchandise or
activities as well. Participating merchants will be expected to sell items such as but not limited
to:
o Leather products (holsters, belts, boots etc.)
o Chaps and chinks
o Hunting and saddle bags
o Hand knit/woven items
o Pioneer dolls
o Wood items (old fashion toys, puzzles, signs, etc.)
o Western art
The City of Ocala reserves the right to make final decisions as to which products or activities may
be offered by which vendors and the vendor approval letter will provide information as to the
approved products or activities.
An application submittal does not guarantee acceptance into the event. Approval or denial will be
based on event needs, space availability and/or amount of duplicated products. The city reserves
the right to request more information from a vendor as needed to judge the vendors suitability for
participation in this event.
Approved vendors will be sent a vendor acceptance letter by January 16, 2017. Vendors who are
not approved for participation will be refunded the application fee.
VENDOR PERMIT TERMS AND STIPULATIONS
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Only high quality western/cowboy products (such as leather products, belt buckles, old
western toys and the like) hand-crafted or original items are permitted for sale.
Only approved merchandise as listed on the event acceptance letter may be sold. The City of Ocala
reserves the right to prohibit the sale of any products unacceptable and/or those products not
included on the list of items approved for sale.
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Rotary Discovery Fest. Application, Contract and Terms of Participation
Booth, Tent, Display and Sign Requirements
 Vendors are required to have a solid non-flammable tent that is either white, tan, or light
green. Please ensure that a photo of your tent is included with the application – waivers may
be requested but are not guaranteed. No carport-type tents allowed. Demonstrators are not
required to bring a tent if setup does not require it.
 ALL Booth spaces must be decorated in a western manner.
 The entire booth (including tent, tables, displays, etc.) must fit into the 10’x10’ space provided.
 Vendors’ identification sign must be hung at the top front of the tent. The sign is restricted to
18” high and shall be no longer than the width of the tent (10’).
 Signs must be of a professional quality and shall NOT be handwritten.
 Vendors must have a plan for how they will secure/weigh down their tent to accommodate windy
weather; however staking into the ground, pavement and/or street is prohibited.
 Vendors may reserve more than one space (at the set fee per space); however, only one vendor can
occupy that space (no two vendors are allowed to share one vendor space and no space may be
sublet).
 All vendors are responsible for providing their own supplies including, but not limited to, fire
extinguishers, trash cans, trash bags, tables and chairs (for vendor use only), lights, etc.
 Vendors are responsible for maintaining their booth and surrounding areas during and after the
event.
 Vendors must dispose of all trash (cardboard boxes must be broken down) in event dumpsters not
in trashcans provided for public use. Booth space should be left clean after tear-down; no trash,
trash bags, empty boxes, etc.
 The City of Ocala will create flyers/posters for Rotary Discovery Fest Cracker Cattle Drive &
Cowboy Round Up (RDFest). Electronic versions of these flyers/posters will be made available to
you for social media distribution. If you wish to print out posters, please do not post any
flyers/posters (or any other type of advertisement) on any trees, posts, telephone poles, signage,
buildings, cars, etc. as this is illegal. You may contact various businesses and ask if they will post
the information within their business. All flyers, posters, handbills, advertisements, etc.
promoting RDFest must receive prior written approval from the City of Ocala event coordinator
prior to any posting/distribution.
Power
 Electrical access is limited in Tuscawilla Park, and cannot be guaranteed. Access will be on a case
by case basis. Demonstrators who require more than a 110/20 outlet must coordinate with the
event supervisor prior to being accepted.
 If pulling more electric than allowed, you will be instructed to minimize your electric needs to the
point where you meet the electrical load allowed. If the problem cannot be addressed before the
scheduled set-up completion time, you will be asked to disconnect and remove your display from
the site and no refunds will be provided.
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Rotary Discovery Fest. Application, Contract and Terms of Participation
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Vendors must provide their own electrical cords and must ensure that these cords are no shorter
than 100 foot in total length (One – 100’ cord or two – 50’ cords), adequately rated (12 gauge for
20 amp outlet) and UL approved for outdoor use. Frayed, spliced or damaged cords will not be
allowed. Vendors are responsible for either taping or matting electrical cords. All such matting
and/or taping is subject to inspection and approval by the City of Ocala who may at city’s sole
discretion require changes as necessary to meet safety standards.
Generators are highly discouraged at this event. Exceptions will be reviewed by the city and only
approved to the extent that power needs cannot otherwise be met and/or the city determines that
the advantages of allowing the generator power outweigh the disadvantages related to the use of
the generator in terms of enhancing the event.
Check-In, Set Up and Break Down
 All vendors will check in at the appointed location.
 Vendors must begin set up no sooner than 7 a.m. and no later than 8 a.m. Set up must be complete
and ready for inspection by 9 a.m. Failure to meet these timeframes will result in forfeiture of the
vendor space and no refunds will be provided.
 Vendors must limit themselves to one vehicle within the event site, unload the equipment/product
and remove the vehicle prior to set-up.
 Exhibits must be open and staffed for the entire duration of the event.
 Break down can begin at 4 p.m., but no vehicles will be allowed into the event area until 4:30 p.m.
Anyone breaking down prior to the end of the event will be prohibited from participating in this
event in the future.
Additional Guidelines
 Vendors may not sell or give away items bearing the event name, logo or likeness.
 The individual listed on the application must be present for the entire show. Representatives or
employees are welcome but shall not be in lieu of your presence.
 Professional behavior and dress is required and will be determined at the sole discretion of the
City of Ocala.
 Small radios are allowed. Amplification equipment is NOT permitted at booths.
 VENDORS ARE PROHIBITED FROM SMOKING WITHIN THE EVENT SITE.
 Vendors are prohibited from having animals within the confines of the event, except for legitimate
service animals as authorized by State Statute and ADA standards or those vendors that have
animals in their approved exhibit.
 “Pushing” sales to passing customers is prohibited.
 Vendors are responsible for collecting and reporting sales tax on all sales.
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Rotary Discovery Fest. Application, Contract and Terms of Participation
Cancellations
This event will be held, rain or shine. There is no rain date. If a vendor chooses not to participate in the
event, the vendor permit fee is refundable, less a $10 processing fee, provided the cancellation request is
postmarked by January 20, 2017. No refunds will be issued after that date for any reason. Failure to
properly cancel your appearance at the event will result in a forfeiture of a chance to appear at next
year’s festival.
Fire Safety Precautions
For the protection of liability to yourself, sponsoring organizations and the City of Ocala, your vendor
space, equipment and tent/concession trailer will be inspected by the City of Ocala Fire Rescue and shall
comply with local, state and federal fire codes and ordinances. For your convenience and information, the
attached Fire Safety Guidelines for Temporary Events outlines the safety issues that shall be complied
with. Failure to meet requirements may disqualify your participation in the event.
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Rotary Discovery Fest. Application, Contract and Terms of Participation
FIFTH ANNUAL
ROTARY DISCOVERY FEST
CRACKER CATTLE DRIVE & COWBOY ROUND UP
VENDOR APPLICATION AND CONTRACT
Saturday, February 11, 2017 – 10 a.m. to 4 p.m.
Deadline for Submission: December 30, 2016
Please type or print legibly using black ink. Illegible and/or incomplete applications will be returned.
Vendor/applicant name ____________________________________________________________________________________________
Business name ________________________________________ Mailing address ___________________________________________
City_____________________________ State_________ Zip code_______________ Phone ______________________________________
E-mail address _______________________________________________________________________________________________________
Please select the booth size you are interested in, according to your vendor type and include payment for
the corresponding booth fee to your application.
Vendor Type
Booth Size
Booth Fee
Mercantile Vendor
10’ x 10’
$85
Entertainment Vendor
Activity Zone
15% of Sales
Non-Profit Vendor
10’ x 10’
$30
Demonstrator
Area____________
N/A
Booth Selection
*If you are using a cart or concession trailer, keep in mind that its complete dimensions, including tongue,
awnings, etc. must be encompassed within the booth space selected above.
If you are a food vendor, do you possess a license to sell food in the state of Florida? □Yes
□No
Total fee enclosed or amount to be charged: $_____________
Please indicate your payment type and complete the necessary fields:
A. □Check no.____________
B. □Money order or cashier’s check no.________________________________
C. Credit card (Indicate one):
□Visa
□MasterCard
Credit card no._____________________________________________
□Discover
□American Express
Expiration date ______/______ CVC code: ________
Billing address (Including City, State, Zip) _______________________________________________________________________
Printed name on credit card____________________________________ Billing phone no. ___________________________
There will be a convenience fee charge to all customers paying by Visa, MasterCard, Discover or American Express of 3.75 % with a minimum of $5. This will
be added to the ‘amount to be charged’ for booth space. I agree to these terms and authorize this charge to my credit card listed above. I understand that a
receipt will be mailed to the address listed above upon approval of charge.
Card holder signature_____________________________________________________________________________________________
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Rotary Discovery Fest. Application, Contract and Terms of Participation
ALL CHECKS AND MONEY ORDERS MUST BE MADE PAYABLE TO THE CITY OF OCALA
AND MAILED TO 828 NE EIGHTH AVE., OCALA, FL 34470, ATTN: JEFF INGLEHART
Booth Description
□Canopy - total size of canopy ____________ □ Using cart without canopy - total size of cart ____________
□Concession trailer - total dimensions of trailer including tongue, awnings, etc.___________________________
Please indicate desired electric (only one outlet per vendor despite approved space size*requires special
approval)
□ NA
□ 1-110/20
□ other ______________*
Generators are highly discouraged and will be considered on a case by case basis. For events
allowing generators, use will be reviewed and approved on a case-by-case basis. If allowed, all generators
must be quiet and non-fume emitting and meet Fire Safety Guidelines.
Are you requesting a generator?
□Yes
□No
Type of generator ___________________________
Generator model no. __________________________
Year _______________
Horsepower _________________
PROVIDE A DETAILED LIST OF ACTIVITIES/DEMONSTRATIONS OR ITEMS PROPOSED FOR SALE.
Price per
Activity/demonstration
item or fee
Description
item
per customer
$
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Rotary Discovery Fest. Application, Contract and Terms of Participation
VENDOR AGREEMENT
The vendor certifies that the information on the vendor application is a correct depiction of the services
and products to be provided by the vendor at the event. The vendor understands that failure to follow
application/vendor permit terms as described and stipulated herein will result in ineligibility for this and
future events. The vendor further agrees to abide by all terms of the vendor permit for this event and to
hold harmless and indemnify the City of Ocala against any claims arising by virtue of their occupancy of
vendor space and participation in this event.
GENERAL RELEASE
The undersigned, individually and/or on behalf of the company/organization, in consideration for the
City of Ocala’s permission to attend the RDFest does hereby discharge, release, indemnify and hold
harmless the City of Ocala, its employees, agents and officers and all other sponsoring organizations from
any and all manner of actions, suit, damages or claims whatsoever arising from any loss or damage to the
person or property of the undersigned and the undersigned’s employees, volunteers, representatives or
agents while in possession of vendor space or participating in the RDFest.
I understand that, if accepted into the event, my booth fee shall not be refunded if all or part of the event
is cancelled, including but not limited to inclement weather or acts of nature.
I HAVE READ ALL THE RULES PERTAINING TO THIS APPLICATION/CONTRACT AND AGREE TO
ABIDE BY THEM.
Business name (please print) ____________________________________________________________________________________
Vendor’s name (please print) ____________________________________________________________________________________
Vendor signature _____________________________________________________
VENDOR SPECIAL REQUESTS
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
_______________________________
Date__________________________________
FOR OFFICE USE ONLY
Postmark date ____________________ Check no.___________________
Date received _____________________ Amount ____________________
Accepted □ Yes □ No
Spaces assigned ______________________________________________
RETURN COMPLETED APPLICATIONS TO: CITY OF OCALA RECREATION AND PARKS
ATTN: JEFF INGLEHART
828 NE EIGHTH AVE., OCALA, FL 34470
If you have additional questions please contact
the Recreation and Parks Department at 352 368-5517 or
Jeff Inglehart, at: [email protected], or at 352-368-5517, Fax 352-368-5514
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Rotary Discovery Fest. Application, Contract and Terms of Participation