2017 Vendingmusic_full-04

The Rhythms On The Rio Festival is more than great music, it is also life’s rich tapestry of sounds, smells, sunshine (and yes, sometimes rain and snow), great food, entertainment, goods, and information.

quick link to vending forms

The festival will have the following kinds of vendors:

  • Food Vendors (commercial sales, subject to $100 booth fee)
  • Goods Vendors (commercial sales, subject to $100 booth fee)
  • Sponsor Booths (free of charge to contributing sponsors over $1,000)
  • Not For Profit Organizations with a social, charity, environmental (green), and outdoor activity focus (free of charge to NFPO’s – but you still must apply and be approved).
  • Not For Profit Organizations with a sales booth (subject to $50.00 booth fee.)

If you are interested in serving as a vendor at the festival, we would like to hear from you. To inquire before applying, contact SFMA1@live.com. If you decide to apply, please review the Regulations and Guidelines below, and then download, complete and submit the Application and Agreement form. Any group desiring a booth at the ROTR Festival MUST complete and submit an application, which must be approved by the Vendor Coordinator prior to the event, and must agree to comply with all rules and regulations at all times.

Vendor Rules, Regulations, & Guidelines
Thank you for your interest in serving as a vendor at the Rhythms On The Rio Festival. We feel that vendors who sell quality products will make our festival immeasurably more enjoyable for our attendees, and provide great benefit to our vendors as well.

The following is a list of rules and regulations that you agree upon, as a vendor. If you choose NOT to comply with these guidelines, you will be asked to leave the festival site without a refund.

Fees
Fees for your food/beverage vendor space for all three days is $75 by June 1, 2017, or $100 after June 1, 2017 (per 10’ x 10’ area).

All vendors must arrive at the site for setup no later than 4:00 PM on Friday, August 4, 2017. Earlier is fine. Please contact Vendor Coordinator in advance regarding your estimated time of arrival.

General Vendor Space & Location Information
Each vendor space is limited to an area of approximately 10′ X 10′. Placement of vendors in the designated vendor areas is at the sole discretion of ROTR staff.

The vending area will be segmented into various areas as described above (Food, Goods, Sponsor, NFPO’s), plus a beer garden. The food vendors will be located near the beer garden, but access to the beer garden will be controlled to prevent underage drinking and to control alcohol. We will place your food booth within the limits of our food court area. We will NOT provide a tent, tables, service counters, storage units and/or any other equipment for the sale of your products.

We do not guarantee sales at your booth and we reserve the right to change vendor locations without notice in accordance with changes that are made to the grounds.

The space listed on the enclosed confirmation is the only space allotted to you. If you need additional space at set-up, you must contact the Vendor Manager who will contract the additional space to you. (based on availability). You will be required to pay for the space prior to the opening of the show.

Vendors are responsible for constructing, furnishing, lighting, maintaining and removing their booth materials, leftovers and trash. Vendor booths must have:

  • An attractive, professional, well-maintained appearance
  • Professional looking signage – no neon or flashing lights
  • Three sides and a protective wind and rain resistant roof (trust us, you WILL want this)

Vendors will be allowed to bring their vehicle and trailer into the grounds near the vendor area for check-in, setup and take down. However, vendors will be required to park their vehicles away from this area for the duration of the festival.

Fire Safety
Each food vendor is required to have a CLASS K fire extinguisher in their booth, at all times, as required by the local Fire Department. All vendors must provide their own fire extinguisher and tie-downs for any propane tanks.

Weather
Vendors should prepare for any type of weather, particularly wind and afternoon thunderstorms. On rare occasions, late afternoon thunderstorms and winds can be extreme.

Power
You will be required to provide for your own electrical needs. No power is available on site. Generators are required by each exhibitor to provide for your own lighting and to operate your equipment

If you don’t require power, please note that on Friday, Saturday, and Sunday nights, it will be dark for the last 1 ½ to 2 ½ hours of the festival day so you should bring battery powered lanterns to light your booth during those hours.

Vendors will need to furnish their own interior and exterior lighting. All electrical equipment, including power strips and extension cords, must be grounded and rated for outdoor use. Vendors should bring electrical tape with them to waterproof connections.

Pets
Pets are NOT allowed at any time during the festival. This includes set-up and tear-down. Pets are allowed in the camping area.

Insurance
All outside food vendors are required to have a minimum of $1,000,000 liability insurance on their booth. A copy of your insurance certificate specifically evidencing Rhythms on the Rio and coverage for the dates of August 4, 5, 6, 2017 is required as part of the application process. If you do not currently have insurance, you must purchase insurance and provide us with such documentation by the materials deadline. If a policy will be up for renewal between the time an application is submitted and dates of the festival, vendors must supply proof of current insurance before being admitted to the festival site.

Sponsorship and Products
Sponsors are an important element in the continuation and growth of our events. Specific sponsorships also include exclusive product availability. Some things that are exclusive to sponsors but are not limited to: beer, and bottled water. Approval for vending space is based upon the products listed on the information form. These products are approved in accordance with our respect toward variety and sponsorship agreements. Vendors will not be able to sell products that are in conflict or competition with sponsor products. We reserve the right to remove ANY item from the grounds that has not been listed as an item to sell.

Exclusivity
Vendors are not granted exclusivity on any products unless specified in writing by Rhythms on the Rio. As a vendor you will not be allowed to use any event name, logo, entertainers name, images, dates or make any reference to the festival or convert information directly or indirectly.

Product Restrictions
No glass containers or carry-in alcohol are allowed in the performance areas on the festival grounds. The South Fork Music Association will be the sole purveyors of alcoholic beverages – beer and wine – and the Rhythms on the Rio logo merchandise at the festival. Vendors should adjust their product lines accordingly.

Acceptance is based on the understanding that vendors will sell only those items listed on their applications. Additional items may not be sold without our express consent.

Sales Taxes
Vendors must have either a general Colorado Sales Tax License or a Colorado Single or Multiple Event Sales Tax License.

Sanitation, Garbage, Grease, Water, and Ice
All vendors are responsible to dispose of their garbage and grease. Any vendor leaving garbage will be billed for its removal. Ice will not be provided or sold to vendors. Ice storage units will not be provided. Potable water will not be provided for vendors. You are responsible for providing adequate water for all cooking, cleaning, hygiene, and personal consumption. Food booths should dispose of all slop and grease in appropriate containers. This type of waste is deemed hazardous, and therefore we ask that you DO NOT dump any of it in the regular trash containers or on the ground. Vendors found dumping waste on the ground will be shut down immediately for the remainder of the event. Vendors are responsible for disposing of this waste themselves in an appropriate way. Dumpsters will be on site for the disposal of ordinary, non-hazardous trash.

Festival Performance Hours
We ask that vendors be open during festival performance hours. These hours are:

Friday, August 5: 5:00 PM – 10:45 PM

Saturday, August 6: 11:30 AM – 12:15 AM

Sunday, August 7: 11:30 AM – 7:30 PM

If you find that you are unable to be open continuously during these hours, please get approval for the hours you plan to be open from the Vendor Coordinator before submitting your application.

How to apply
To apply for space at the festival, vendors should complete the Festival Vendor Application & Agreement form, by printing the application below. Mail the completed form, appropriate support material and your check payable to the South Fork Music Association to the address below. In order to be considered, applications must be received in the SFMA office by August 1st, 2017. Please note that checks will be cashed only from those who are accepted as vendors.

Security and Liability
The SFMA & Rhythms on the Rio provides general grounds security throughout the entire weekend of the event but it is not responsible for damage to, loss, or theft of property belonging to an exhibitor, his agent, employees, business invitees, visitors or guests. Each exhibitor will carry its own appropriate insurance. Exhibit materials should be packed away and secured each night. Vendors agree to protect, save, and hold Rhythms on the Rio and/or any person, corporation or organization for whom Rhythms on the Rio contracts with forever harmless for any and all damages or charges imposed for violations of any law or ordinance, whether occasioned by negligence of the exhibitors or those holding under the exhibitor.

All exhibitors shall at all times protect, indemnify, save and hold the South Fork Music Association, Rhythms on the Rio and/or any person, organization, or corporation for whom Rhythms on the Rio contracts with foregoing harmless against and from any and all losses, costs(including attorneys fees), damage, liability, or expense arising from or out of or by reason of any accident or bodily injury of other occurrence to any person or persons, including the exhibitor, its agents, employees, and business invitees, which arises from or out of or by reason of said exhibitor’s occupancy and of the exhibition premises or a part thereof.

The decision of Rhythms on the Rio shall be accepted as final in any disagreement between vendors or in the decision to remove from the show without refund any exhibitor or his/her representative performing an act or practice which, in the opinion of Rhythms on the Rio is objectionable. All matters not covered in this agreement are subject to the decision of Rhythms on the Rio. If legal action must be taken, vendors will incur all legal fees.

Rhythms on the Rio Vendor Application 2017
PDF Document
ROTR-Vendor-Application-2017.pdf (102 downloads)

Word Document
ROTR-Vendor-Application-2017.doc (74 downloads)

Your Application can be submitted to: SFMA1@live.com