Exhibitor Rules

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Exhibitor/Vendor Rules & Regulations

Greater Palm Springs Pride, Inc. presents the annual Greater Palm Springs Pride Festival for the public as an educational and entertainment event. It reserves all rights as producers, including the right to reject any application submitted to us at our sole discretion, without explanation.

Applicant understands that Greater Palm Springs Pride, Inc. (hereinafter referred to as “GPSP”) has legal possession and control of the event venue located in Sunrise Park on November 2-9, 2011 pursuant to agreements with the City of Palm Springs.

Applicant further understands that the use granted by GPSP hereunder is a License to Occupy only, and is not coupled with an interest in the property; that GPSP retains the right to terminate this License to Occupy at any time during the term of applicants use if, in GPSP’s sole determination:

1. Applicant creates a nuisance for GPSP, its other licensees, or its guests;
2. Applicant is found to have changed and/or added to the use described in this application;
3. Applicant is found to have falsified any of the statements contained in this application;
4. Applicant’s use of premises in any other way interferes with the orderly and successful conduct of the festival space or violates any government laws or ordinances.

In our continuous effort to make our event all inclusive we encourage organizations and non-profit groups to contact our office if participation in our event is a hardship.

By reserving a booth, you (hereinafter referred to as "EXHIBITOR" or “VENDOR”) agree to comply with the following provisions:

1. All business or other activity for which an Exhibitor/Vendor has rented space must be conducted in Exhibitor/ Vendor designated area only. Expanding into aisles in any way is strictly prohibited by the City of Palm Springs fire marshal. This prohibition also applies to distribution or solicitation of any kind outside your booth and in the aisles. You must operate within your booth confines.

2. There will be a limited number of “same kind" Exhibitors/Vendors. Exhibitors/Vendors must submit a list of primary and alternate selling items of a diverse category. In the event of an excessive number of "same-kind" item or services, GPSP reserves the right to refuse an applicant or limit items offered. This policy is to ensure successful exhibition and/or sales by all vendors and limit duplication.

3. Third party participation is strictly prohibited. Only one entity per booth is permitted, without express written permission by GPSP.

4. Vendors selling for profit must purchase a "Special Event Business Permit" to operate in City of Palm Springs. This license is available through GPSP for your convenience, and there is no need for you to contact the city directly.

5. Non-profit exhibitors that possess an IRS/State of California letter of determination under Section 501(c) of the Internal Revenue Code must submit a photocopy of the organization’s IRS Letter of Determination.

6. It is Vendor’s responsibility to deal with and pay appropriate State of California taxes and fees. GPSP is required to submit a list of all participating exhibitors to the State Board of Equalization, including their actual sales tax number.

7. A refundable clean-up/security deposit is required from all Exhibitors/Vendors for EACH BOOTH SPACE. Security / Cleaning Deposits are held until after the event to ensure rentals, spaces and city property are left in good condition. Failure to comply with any of these Exhibitor/Vendor Rules & Regulations may result in forfeiture of your deposit and/or fees, OR ejection from the festival grounds, OR exclusion from future festivals. During and after the event, the Vendor Director of GPSP, or his/her agent, will inspect your assigned booth space. Deposits may be withheld at the discretion of GPSP for, but not limited to, failure to show, late arrival, early leaving, violation of RULES AND REGULATIONS, unauthorized sales, early load out and unattended or damaged booths. If all rules have been followed, your clean-up / security deposit will be refunded by mail no later than December 15 of the current year.
   1. It is the Exhibitor’s/Vendor’s responsibility to cash or deposit refunded security deposit checks in a timely manner. All refunded deposit checks not cashed within ninety (90) days of issuance will become void.

8. Rentals (canopy, tables, chairs) are the responsibility of the Exhibitor. Exhibitor agrees to return rental items in good condition at the conclusion of the event. Exhibitor shall be liable for all damages to or loss of the rental items and liability incurred prior to rental items return to GPSP.

9. I/We also understand electrical service is provided Saturday 6:30AM-9:00PM, and Sunday 6:30AM-7:00PM unless continuous electrical service is requested and paid for. No overnight service is provided.
   1. If required, extra electric must be purchased before the event. Going over the provided or ordered electric is cause for forfeiture of deposit. All cooking and/or electrical appliances must conform to the UNIFORM FIRE CODE of the City of Palm Springs Fire Department.

10. All Exhibitors/Vendors are required to be open by 10:00 am and remain open with their booths staffed until closing both days of the Festival. Any Exhibitor/Vendor that fails to comply with this provision shall forfeit its security deposit and could be subject to expulsion and forfeiture of fees paid.

11. Sound / sound systems are not permitted to be audible more than 20 feet from your booth.

12. Volunteers / staff for booth are the Exhibitor’s responsibility, each of them need entry tickets. They must present an entry ticket to gain entrance. If you require more tickets than are provided with your exhibitor package, additional tickets may be purchased on the application form.

13. Entry tickets are issued per person, per day. For your convenience we suggest you purchase tickets in advance, see the Application for details. Please distribute entry tickets to your people; each person requires an entry ticket to gain entry to the festival each day. Please provide your staff / volunteers with a weekend telephone number in case they have problems with entry tickets.

14. Exhibitor/Vendor must be aware that possibly offensive material or products CAN NOT BE DISPLAYED. The City of Palm Springs does not allow display of photographs, drawings, or sculptures or products exhibiting frontal nudity or genitalia.

15. ALL EXHIBITORS/VENDORS MUST HAVE LIABILITY INSURANCE in the amount of $1,000,000.00 naming Greater Palm Springs Pride, Inc as co-insured and are required to provide proof of such insurance. A copy of your current/active certificate of Insurance must be submitted to Greater Palm Springs Pride, Inc. no later than September 30 of the applicable year.

16. GPSP provides only limited overnight security and assumes no liability for property or equipment left on festival grounds. Exhibitors may leave items in their space overnight but GPSP accepts no responsibility for the security of said items. Additionally, we suggest you cover all materials overnight & drape a tarp on the front of your booth.

17. EXHIBITORS/VENDORS may NOT give away or sell any food product, particularly beverages such as sodas, bottled water, from their booths without the express written consent from GPSP.

18. Booth fees are NON-REFUNDABLE unless GPSP receives cancellation IN WRITING no later than September 30, of the applicable year. No booth fees will refunded after this date. There is a $100 cancellation fee.

19. GPSP is planning what we hope will be a fabulous festival. We hope it will prove to be a fun and profitable experience for you, however, we cannot and do not guarantee your sales or profits.

20. EXHIBITORS/VENDORS MAY NOT PARK in the Library parking lot at any time during the festival. An Exhibitor/Vendor parking lot is available and you must display the parking permit provided to you on your dashboard and park in the Lot provided for Exhibitor/Vendor parking.

21. GPSP presents the annual Pride Weekend Celebration for the public as an educational and entertainment event and reserves all rights as producers. Any reproduction, broadcast, or commercial use of any portion of the event, in any form without explicit written consent of GPSP is strictly prohibited. GPSP may, at its discretion, film, photocopy or tape any and all portions of the festival for commercial use.

22. Exhibitor/Vendor agrees to indemnify, defend, and hold harmless Greater Palm Springs Pride, Inc. and its officers, directors, employees, attorneys, agents, servants, volunteers, and assigns, and each of them, from any and all actions, causes of action, claims, damages, losses (including lost, damaged, or stolen exhibitor property), liabilities, obligations, judgments, liens, indebtedness, costs, attorney fees, injuries or others, claims, which form the basis of pending litigation and demands of whatever kind or character which may result and/or arise from my operation of said exhibitor, vendor, or food booth.

23. Exhibitor is responsible for workers compensation coverage for your staff. GPSP does not carry Workers Compensation Insurance for your staff or volunteers.

 

THE FOLLOWING ITEMS PERTAIN TO FOOD VENDORS ONLY:

1. All food concession vendors must be prepared to keep all food stored inside their allotted tent space and off the ground. All cooking or electrical appliances must conform to the UNIFORM FIRE CODE of the City of Palm Springs Fire Department.

2. All concessions dealing with food items are required to obtain a County of Riverside Health Department permit. The fee for this is included in the booth fee and GPSP will procure this permit for you. Also required is a Special Event Selling Permit from the City of Palm Springs. This permit fee and its administration is also included in your booth fee. There is no need for you to contact the County of Riverside or City of Palm Springs. GPSP will furnish both of these requirements for you.

3. Due to Health Department regulations, all food must be prepared on the Festival site, unless the food concession vendor has a special food-catering license with the County of Riverside Health Department. Food may be prepared off the festival site only in controlled environments, under the guidance of the Health Department.

4. Food concession vendors using heat to cook with, and/or open flames, must cook in the open air, and not under a tent. The City of Palm Springs fire marshal requires there to be 20 feet behind the rented 10 foot concession tent: 10 feet for storage, 10 feet for cooking. Food vendors must provide fireproof containers for discarding ashes.

5. Containers of butane or fuel must be affixed to a post or other secure item, but may not attach to site decorations or sets.

6. Food concession vendors must control drainage and/or condensation.

7. Food waste must be disposed of in the vendor’s trash receptacles and then dumped into the large dumpsters provided. Food vendors may not utilize the standard Festival trash containers.

8. Running water is NOT provided. Food concession vendors must provide appropriate cleaning materials.

PLEASE KEEP A COPY OF THESE TERMS AND CONDITIONS FOR YOUR RECORDS

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