Dear Artisan, Craftsman or Service Provider,
Thank you for your interest in the 2015 Orion Starry Nights Mistletoe Village operated by Shelby Farms Park
Conservancy. The Orion Mistletoe Village is a holiday market created by Shelby Farms Park Conservancy, a
501 (c)(3) non-profit organization responsible for operating and managing Shelby Farms Park The mission of
the Mistletoe Village is to bring local craftsmen and artisans together with Orion Starry Nights visitors in a
setting that fosters community interaction, promotes local craftsmen, artisans and food producers and
provides access to locally made and sustainable products during the holiday shopping season. The
Mistletoe Village is located in the Woodland Discovery Playground which will be its own beautiful display of
lights to encourage guests to visit!
The success of our Village hinges upon our vendors who will bring the freshest and finest products to Orion
Starry Nights visitors from Memphis, Shelby County and surrounding communities and states. Since 2009,
Starry Nights enjoyed more than 400,000 visitors!
Located in Memphis, Shelby Farms Park is a 4,500 acre park situated in the heart of Shelby County with more
than 400 flourishing businesses nearby, including Wolfchase Galleria, restaurants and entertainment venues,
corporations, retail stores and non-profit organizations.
The Mistletoe Village will feature live music, ornate display for pictures with Santa, fire pits for roasting
S’mores, Rudolph’s Petting Zoo, a Holiday Café, and the Artisan Corner. The Mistletoe Village will be open
Sunday-Thursday, 6 p.m.-9 p.m., Fridays and Saturdays from 6-10 p.m. The event runs Friday, November 20,
2015 – Sunday, December 27th, 2015 + the Starry 4k on December 28 th, 2015 (38 nights total). The Mistletoe
Village will be located inside the Woodland Discovery Playground in an outdoor setting. We encourage our
artisans and crafters to dress warmly ready for cool, winter weather.
Please print and complete the 2015 Orion Starry Nights Mistletoe Village Application. Include photos of your
work, and mail to us by November 13, 2015 if you wish to reserve space at the discounted rate (see Vendor
Contract and Operating Guidelines for rates). Checks should be made payable to Shelby Farms Park
Conservancy (with “Orion Mistletoe Village” notated in the memo space). Please mail your
application/contract to:
Shelby Farms Park Conservancy
Attn: Natalie Wilson/Starry Nights
6489 Mullins Station Road
Memphis, TN 38134
We appreciate you taking the time to complete the application process. Please call me at (901) 222-7267 or
email me at [email protected] , if you have any questions. We look forward to have you join us in
the Mistletoe Village of Orion Starry Nights!
Warmest regards,
Natalie
Natalie M. Wilson,
Manager of Events + Programs
1
2015 Orion Starry Nights at Shelby Farms Park
Mistletoe Village
Vendor Contract + Operating Guidelines
The 2015 Orion Mistletoe Village is sponsored by Shelby Farms Park Conservancy (SFPC), a
501(c)(3) non-profit organization responsible for managing and operating the 4,500 acres of
Shelby Farms Park and Shelby Farms Greenline, and whose vision is to give rise to a
celebrated 21st century park that defines and shapes a great city. The Mistletoe Village will
provide a unique winter venue for local artists and artisans to display and sell their local,
handmade products during the Orion Starry Nights (OSN) holiday light show, while providing
citizens of the Mid-South an opportunity to purchase these items after the typical farmer’s
market season of availability.
I.
Items Permitted for Sale:
All items will be sold at the discretion of the Village Coordinator, or his/her agent(s), and the
SFPC /Orion Mistletoe Village Committee.
Primary items permitted for sale at the Village include all varieties of locally, handmade
crafts, including but not limited to: wood carving, weaving, pottery, dolls, Afghans, quilts,
clothing, wreaths, baskets, soaps, candles and wood planters.
Packaged food and related items are also permitted for sale at the Village, and would
include but not be limited to: varieties of locally grown plants flowers, trees or seedlings,
including nuts, herbs, spices, and bedding plants, flavored vinegars, condiments, preserves,
jellies, jams baked items, spreads, dried/fresh flower arrangements and cut firewood.
Non-profit fund-raising sales are not permitted by the OSN Mistletoe Village Committee.
All items must be hand crafted by a Village participant.
II.
Booth Rental Fee Structure:
Event runs Friday, November 20, 2015 – Sunday, December 27th, 2015 + the Starry 4k on
December 28th, 2015 (38 nights total). Mistletoe Village will be open every Sunday-Thursday
from 6 pm-9 pm and Friday-Saturday from 6 pm-10 pm.
Full Event Rental: $300; provides space for the entirety of Orion Starry Nights
One Week Incentive Package - (Contract for 7 days, Monday-Sunday): = $100
Two (2) Week Incentive Package - (Contract for 14 days, Monday-Sunday): = $200
Weekend Show Package – (Contract for 10 Days, Friday - Saturday): = $200
III.
Booth Space Facility and Assignments:
First priority for booth space will be given to those who commit to the longest periods of
time and for those who sign-up before November 13th.
2
Booth spaces will be standard 10x10, with 3 foot aisles in between and will be placed
around the perimeter of the structure. Space is limited to 8 - 10 vendors at a time and signup will be on a first-come, first served basis.
There will be no refunds for no-shows or cancellations.
IV.
Set-up and Clean-up
 Vendors may begin setting up as early as 12:00 pm. Vendors must be prepared to sell
by the opening of the Mistletoe Village at 5:00 pm on contract start date.
 Vendors will not be allowed to set up their display after the show opens at 6:00 pm,
unless prior arrangements have been made with the Village coordinator.
 The OSN Mistletoe Village does not provide any tables, table covers or trash cans for
vendors.
 Vendors are responsible for providing their own merchandise displays, as well as all setup, take down and clean-up.
 Vendors will be responsible for all clean-up of the area they are assigned. The area
should be clean and free of all debris and all trash must be removed at the end of each
night.
 Vendors may not take down their displays prior to 9:00 pm (unless authorized by Village
Manager). Vendors must be loaded and off the market premises 45 minutes after the
close of the market.
 Vendors who have contracted for multiple weeks will be allowed to retain their booth
set-up and store items in the Village overnight for consecutive nights. The Village facility
will be locked and secured overnight for these purposes. Shelby Farms Park
Conservancy will not be held responsible for damage or theft of any items left onsite
overnight. While SFPC will make an earnest effort to keep items securely stored, all items
are left at the vendor’s discretion.
V.
Sales Taxes and Permits
Vendors will be responsible for determining what items are taxable and for collecting their
own sales taxes. All necessary permits must be displayed prominently onsite.
All vendors are responsible for being aware of and abiding by any and all Federal, State
and Local laws regulating market activities. It is the SOLE responsibility of each vendor to
investigate all governmental regulations applicable to their individual product lines and
sales endeavors, and to abide by all such regulations.
Each Vendor is required to provide Shelby Farms Park Conservancy with a copy of their
Tennessee Sales Tax Certificate and Certificate of Liability Insurance, if required, as well as
any other appropriate licensing and inspection information before participating in the
Mistletoe Village.
It is the responsibility of each vendor to follow safe food handling procedures in order to assure the
public’s health, safety and welfare. Each Vendor selling prepared foods must show the
appropriate required Department of Health permits.
It is the responsibility of each vendor to maintain any scales in use in the proper operating
condition and ensure that they are accurate and used appropriately.
3
VI.
Vendor Conduct
Vendors shall conduct themselves in a courteous manner at all times. Music, either live or
recorded, may not be played at any Vendor booths, although the Mistletoe Village Committee
will provide music and other activities. Loud profanity, threats, violence, fighting or any other
disturbance of the market’s peace will not be permitted. Smoking, using tobacco products,
alcohol or any illegal substance anywhere on the Village premises is not permitted, nor being
under the influence of alcohol or illegal substances while on duty at the Market. Vendors are not
allowed to bring children or pets.
VII.
Violations
Any complaint against any vendors – whether by a guest of the Mistletoe Village or by
another Vendor – will be addressed by Shelby Farms Park Conservancy.
If Shelby Farms Park Conservancy is informed that a vendor is in violation of any provision
that may interfere with the smooth operation of the Mistletoe Village penalties may be
applied. Possible violations include, but are not limited to the following:
 Not showing up for a committed night
 Arriving late
 Leaving early (unless cleared with the Shelby Farms Park Conservancy in advance)
 Failure to clean up assigned area
 Selling items outside the guidelines of the Market
 Failure to pay fees
 Loud profanity, threats, violence, fighting or any other such disturbance of the Village’s
peace
 Smoking, using tobacco products, alcohol or any illegal substance in the Market area
(or being under the influence of alcohol or illegal substance while on duty in the Market
area)
 Playing live or recorded music at a Vendor’s booth
VIII.
Disclaimer
The Mistletoe Village reserves the right to modify these rules and regulations at any time.
The Village reserves the right to refuse the application of any Vendor at any time and for
any reason.
IX.
Vendor Marketing and Promotion
SFPC will publicize, using Web, social media as well as e-newsletter and e-flyer all
contracted Mistletoe Village participants based on their individual contract period from the
time of contract signing through the run of the show. Vendor is encouraged to promote
their participation at the Mistletoe Village to their own customers, clients and contacts to
increase sales.
X.
Agreement to Rules
The vendor is responsible for reading these rules and signing a statement accepting said
rules.
I have read the rules of the 2015 Orion Starry Nights Mistletoe Village and agree to abide by them or
relinquish my right to participate in the Village, as well as any fees associated with it.
______________________________________________
Vendor Signature
4
________________________
Date
2015 Orion Starry Nights Mistletoe Village Vendor Application
Part I: Item Description
Name of Artist or Craftsman: _________________________________________________________
Physical Location where item will be produced: _________________________________________
Billing Address: ____________________________________________________________________
Phone #: _____________________
Email Address: ______________________________________
Description of Products to be Sold
We strongly believe in the origin of a product and promote our product as local as
possible. We believe in providing consumers with the most transparent and ethical
information as possible when it comes to all products.
Please describe the item or items you plan to sell at the Orion Mistletoe Village:
Please attach a photo of or provide a website for the item(s) you plan to sell at the Village:
Please read and sign the following statement:
I have read and understand the Orion Starry Nights Mistletoe Village rules. I agree to these
rules and I give the Mistletoe Village permission to inspect my studio/production facility,
etc., should they deem necessary.
Signature: __________________________________________________
Printed Name: ________________________________________ Date: _____________________
5
2015 ORION Mistletoe Village Vendor Application
Part II: Payment Information
** Payment must be included with completed contract to hold your spot. **
Check Enclosed (payable to SFPC, Orion Starry Nights)
Credit Card #: ___________________________________ Exp. Date: ________ CVV: ______
Signature: __________________________________________________ Date: _____________________
Please fill in correct amount based on participation.
Booth Fee:
***One Week Incentive Package
7 Day--Monday-Sunday ($100.00)
$ ________________
*** Two Week Incentive Package
14 Days--Monday-Sunday ($200.00)
$ ________________
*** Weekend Show Package
10 Days- Friday-Saturday ($200.00)
$ ________________
OR
Entire Show ($300.00)
$ ________________
And
$20.00 Late Registration/Payment Fee
(if received after November 13, 2015)
$_________________
TOTAL AMOUNT DUE
$ _________________
Return PAYMENT + COMPLETED CONTRACT by November 13th, 2015 to:
Payment must be included to reserve a booth space.
Shelby Farms Park Conservancy
Attn: Natalie Wilson / Orion Starry Nights
6489 Mullins Station Road
Memphis, TN 38134
***Please mark the dates you will be attending on the following calendars. ***
6
Opening
Night
7
Holiday
Sweater
Night
Decorate
Your Car
Night
Scouts
Night
Starry 4K
Closing
Night
8
HOWL at
The Stars
Night