Vendors

(choose one option per application)

GENERAL GUIDELINES FOR NH BOOK FESTIVAL VENDORS Within these guidelines, the acronym “NHBF” refers to the New Hampshire Book and Literary Festival, Inc., a 501(c)(3) corporation producing and managing the New Hampshire Book Festival to be held in downtown Concord, New Hampshire, on October 5, 2024. The term “Vendor” refers to the organization or person applying for Booth Space rental. Application for Booth Space: The submission of the Vendor Application available on NHBookFestival.com, its review and acceptance by NHBF, and rental fee received by NHBF constitutes a binding contract (the “Approved Vendor Application”). Completing the application does not guarantee a vendor space. NHBF reserves the right to reject any application for booth space for any reason. If any Vendor changes management or is purchased by another person, company, or organization, this Application becomes binding on such person, company or organization. Vendor Operations and Conduct: The following applies to any Vendor with an Approved Vendor Application: (A) All activities by the Vendor must be carried on in Vendor’s contracted booth space; (B) The use of objectionable amplifying or lighting equipment or generator is prohibited; (C) Food and beverage can only be dispensed by approved Food and Beverage Vendors who have received a Food Vendor License for the NHBF. If the Vendor engages in any conduct in violation of the rules and or applicable laws, NHBF reserves the right to cancel the Vendor’s space without further notice and without obligation to refund monies previously paid and require Vendor to dismantle booth and leave the premises. NHBF further reserves the right to reject Vendor’s application for booth space in future events. Further, NHBF in its absolute discretion shall have the right at any time to enter and inspect the area occupied by Vendor. Vendors and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies or organizations, Vendors, Sponsors, or NHBF or engage in other activities to the NHBF. See NHBF CODE OF CONDUCT listed below in these guidelines. Vulgar language, profanity or inappropriate signage / displays will not be tolerated. NHBF officials reserve the right, at their sole discretion, to remove any person(s) and/or item(s) deemed offensive. Booth Space Specifications: Only the space is provided. The Vendor must provide any tents or other equipment used in the space. All materials must fit within the confines of the space reserved. Space available is for a 10’ x 10’ tent. NO TENTS DEEPER THAN 15’. Tents must be properly weighted and secured at all times. City of Concord will inspect all tents prior to festival opening. Until tent is properly secured, Vendor is not cleared to open for business. Booth Space Assignments: NHBF will define the booth locations, and reserves the right to change the booth layout plan or to change the location assigned to Vendor at any time as it may, in its sole discretion, deem necessary in the best interest of the NHBF. Vendor shall not sublet or permit the use of all or any part of the booth, nor shall Vendor assign this Application in whole or in part, without written notice to and approval from NHBF Management. NHBF DOES NOT GUARANTEE a vendor will be placed in a requested location. NHBF will do their best to honor special requests, but these are NOT GUARANTEED. NHBF does not offer exclusivity to any business type. City of Concord Peddler Permit: The City of Concord requires a Peddler License for all Vendors. ($53 per day for the peddler's license, $65 for food peddler license). Contact Brian Santiago, Health & Safety Officer, City of Concord (603) 225-8580, bsantiago@concordnh.gov, if not licensed in the City of Concord. All city licensing is online as of 2022. Trash: Vendors may not dispose of trash in event trash receptacles or leave trash on the street or sidewalk after festival closes. ALL TRASH MUST BE DISPOSED OF PROPERLY. All food vendors/ trucks must dispose of their grease off site. NO DUMPING IN TRASH RECEPTACLES. Failure to comply with Trash / Grease disposal will result in a $250 fine. STRICTLY ENFORCED! Electricity and Water: ELECTRICITY and WATER ARE NOT AVAILABLE ON FESTIVAL SITE. Generators are allowed, only with special permission, however they must be “SILENT” generators with a volume output less than 65 decibels. This requirement is STRICTLY enforced. See City of Concord Fire Regulations regarding location requirements for generators and gas cans. Propane grills are not allowed at Festival. Open and Closing Times: Vendors must be on site, set up, and ready for inspection by the City of Concord by 8:00 am. All supply vehicles must be out of the designated festival area by 8:00 am. Vendors are expected to be open during festival hours 9:00 am - 6:00 pm. For pedestrian safety, no vehicles may be operated on Main Street or designated festival areas between 8:00 am and 6:00 pm. No exceptions. Payment: Any vendor with an Approved Vendor Application must provide payment for Booth Space to NHBF, PO Box 283, Contoocook, NH 03229. Payments may be made by check, or money order. Credit card payments are accepted online at www.NHBookFestival.org. Cancellation/Refund Policy: If NHBF is required to cancel all or any part of the NHBF, it will refund registration fees. Vendors who wish to cancel their participation must do so in writing before September 1, and are subject to a $50 administrative fee. Cancellations received after September 1, 2024 are non-refundable. This policy applies regardless of the execution date of the Approved Vendor Application and regardless of any resale of booth space by NHBF. Vendors are encouraged to seek appropriate insurance protection against cancellation. The New Hampshire Book Festival is a rain or shine event. Waiver & Indemnification: The Approved Vendor Application shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between NHBF and Vendor. Vendor hereby agrees to and does indemnify, hold harmless, and defend NHBF, its officers, employees, committee members and associates (collectively “Indemnified Parties”) from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to cost, interest and attorneys’ fees) which any Indemnified Party may incur, pay or be required to pay incident to or arising directly or indirectly from any act or omission by Vendor or any of its employees, servants or agents. Vendor further agrees to waive all of its right against and agrees that the Indemnified Parties shall not be responsible in any way for damage, loss, or destruction of any property of Vendor or injury to Vendor or its representatives, agents, employees, licensees or invitees. Vendor is responsible for obtaining all appropriate business personal property and general liability insurance covering its participation in the NHBF. Insurance: Vendor shall furnish a valid Certificate of Insurance, providing the following coverage: Comprehensive general liability insurance, including without limitation, coverage for the following: products liability, completed operations, acts of independent contractors and blanket contractual liability coverage, with a combined single limit of not less than $1,000,000 per occurrence for bodily injury, personal injury, property damage and advertising injury which shall be written by a financially responsible insurance company on an occurrence basis and naming NHBF, PO Box 283, Contoocook, NH 03229 and the CITY OF CONCORD, 41 Green Street, Concord, NH 03301 as ADDITIONAL INSURED. Such coverage may not be canceled without 30 days’ prior written notice to NHBF, Attn: Emilie Burack. Limitation of Damages: In no event will an Indemnified Party be liable to the Vendor, whether in contract or tort, for any amount in excess of the Booth Space rental fee in relation to any damages, including lost profits, arising out of or relating to the NHBF Management, the rental of Booth Space, the conduct of NHBF Management, any breach of the Approved Vendor Application, or any other act, omission, or occurrence. Assessment of Additional Fees: Any Vendor causing a vehicle to be operated on Main Street or other designated areas of the NHBF during festival hours will be subject to a $250 fine. Any Vendor found to have deposited refuse or recycling in any space or receptacle other than those designated for Vendor use, will be assessed a $250 fine. Any property damage, staining of sidewalks with grease or other substances, benches or streets caused by Vendor and/or their customers, shall be liable for the full cost of repair, replacement or cleanup. All repairs, replacement or cleanup improvements shall be approved & facilitated by NHBF. Location: NHBF vendor locations will be primarily on South Main Street between Theatre and Fayette Streets. LOCATION REQUESTS ARE ACCEPTED, HOWEVER, THEY ARE NOT GUARANTEED. Booth locations will be assigned at the discretion of the NHBF. Vendors will be notified of their location after acceptance of an Approved Vendor Application and receipt of vendor fees. NHBF does not offer exclusivity of merchants/businesses. The final festival map will be available on the NHBF website prior to the event. All participants will receive an email that will have vendor load-in instructions. NHBF CODE OF CONDUCT To give all participants the opportunity to enjoy and benefit from the NHBF and activities, NHBF is committed to providing a friendly, safe, supportive, and harassment-free environment for all event attendees and participants, regardless of gender, age, sex, color, marital status, creed, national origin, sexual orientation, gender identity, gender expression, physical or mental disability, physical appearance, body size, race, ethnicity, religion, or other group identity protected by law. This code of conduct outlines the NHBF expectations for all event attendees and participants, including all vendors, sponsors, performers, staff, and volunteers. Compliance with this code is required from everyone, and organizers will actively enforce this code throughout this event. Violations are taken seriously. EXPECTED BEHAVIOR NHBF expects event attendees and participants to communicate professionally and constructively, whether in person or virtually, handling dissent or disagreement with courtesy, dignity and an open mind, being respectful when providing feedback, and being open to alternate points of view. Likewise, NHBF expects that any sharing of information about the event or any event attendees or participants via public communication channels be shared responsibly and in a way that clearly distinguishes individual opinion from fact. All participants are expected to observe these rules and behaviors in all event venues. Event participants seek to enjoy themselves in the process, free from any type of harassment. Please participate responsibly and with respect for the rights of others. UNACCEPTABLE BEHAVIOR NHBF does not tolerate harassment of event attendees or participants in any form. Harassment includes offensive verbal or written comments and negative behavior, either in real or virtual spaces, including those that are related to or are based upon gender, age, sex, color, marital status, creed, national origin, sexual orientation, gender identity, gender expression, physical or mental disability, physical appearance, body size, race, ethnicity, religion, or other group identity protected by law. Harassment also includes display of sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of activities and performances, and unwelcome physical contact or sexual attention. Vulgar language, profanity or inappropriate signage / displays will not be tolerated. NHBF officials reserve the right, at their sole discretion, to remove any person(s) and/or item(s) deemed to be in violation of this policy. Vendors and their representatives shall always conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies, organizations, vendors, sponsors, volunteers, organizers, or attendees. All activities by the Vendor must be carried on in Vendor’s contracted booth space. The Vendor must provide any tents or other equipment used in the space. All materials must fit within the confines of the space reserved. Tents must be properly weighted and secured at all times. City of Concord will inspect all tents prior to Festival opening. Until tent is properly secured, Vendor is not cleared to open for business. CONSEQUENCES FOR UNACCEPTABLE BEHAVIOR Consequences of Unacceptable Behavior If an attendee or participant, in either real or virtual space, engages in inappropriate, harassing, abusive or destructive behavior or language, event organizers will determine and carry out the appropriate course of action, including warning the offender, probation, expulsion from the event without a refund and/or banning the offender from future NHBF events and activities. ALCOHOL/DRUGS Vendors, staff, volunteers, and sponsors working at NHBF must not be under the influence of alcohol or consume alcohol while operating in an official capacity at the event. Personnel working at NHBF must not consume illegal drugs or have illegal drugs in their possession while working in an official capacity at the event. Any illegal drugs found on a site will be reported to the Concord Police Department for further action. (Updated 5/17/2024) FOR MORE INFORMATION nhbookfest@gmail.com (Subject line: Vendor)