uvsa tet festival 2016

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

UVSA TET FESTIVAL 2016: VENDOR BOOTH DESCRIPTIONS Thank you for your interest in participating in the UVSA Tet Festival from February 12-14, 2016 at the OC Fair & Event Center.

All booth rentals include the following

• 10’ x 10’ Canopy Rental • Costa Mesa Business Tax Application • Electrical Outlet (located within 25 feet of booth) • Overhead Lighting • Orange County Health Permit for Temporary Food Facility (if selling any type of food)

OPEN FOOD - $1,800 For sales of any food with on-site preparation; includes a fully-enclosed canopy and access to shared hot/cold sinks

PREPACK FOOD - $900 For sales or sampling of any food that does not involve on-site preparation such as boxed candies and bottled drinks

EXHIBITOR - $600 For any other booth activity such as display, game, or sales of merchandise. Fresh produce may be sold in this booth

*Corner booth locations cost an additional $400. **We offer a $150 discount to organizations providing proof of 501(c)(3) non-profit status.

VENDOR CHECKLIST Vendor Application Payment – We accept credit cards, checks and money orders payable to UVSA. We do not accept cash. Health Permit Application if selling any type of food Seller’s Permit Number if making sales

Please submit all forms to [email protected] or to our office at 12831 Western Ave Unit B, Garden Grove, CA 92841. Please visit our website at tetfestival.org/vendors to schedule an office appointment. UVSA will only process applications that include full payment. UVSA does not accept deposits.

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

UVSA TET FESTIVAL 2016: VENDOR INSTRUCTIONS Determine which booth you want to purchase – To determine which booth you should be purchasing, please refer to the “Vendor Booths Description” page. For any additional questions, please visit our website at tetfestival.org or contact [email protected]. * Indicates additional instructions for food vendors. Step 1: Determine if you are selling any products

• “I’m not selling anything!” – Complete the Swap Meets, Flea Markets or Special Events Certification (BOE Form 410d) and select No sales of tangible personal property are being made or solicited at this event in Section 3

• “I’m selling products that are taxable and don’t have an existing California seller’s permit!” – Please visit the Board of Equalization website for more information. It only takes a few minutes to apply online by selecting Register a business activity with BOE. Use the following business address on your seller’s permit application: 88 Fair Drive, Costa Mesa, CA 92626. Input in your seller’s permit number into the vendor application

• “I already have a California seller’s permit!” – Input in your seller’s permit number into the vendor application

• “I’m selling products that are non-taxable such as fresh produce!” – Complete the Swap Meets, Flea Markets or Special Events Certification (BOE Form 410d) and select I am not required to hold a seller’s permit because: My retail product sales are not subject to tax in Section 3

Step 2: Fill out the Vendor Application

• Complete all fields • List the items that will be sold at the booth. *Note to vendors selling food: ONLY PEPSI PRODUCT

BEVERAGES MAY BE SOLD Step 3*:

• For Open Food, complete the OCHCA Open Food Application • For Prepack Food with sampling, complete the OCHCA Prepack w/Sampling Application • For Prepack Food without sampling, complete the OCHCA Prepack Application

Step 4: Submit your application to our office or email the completed forms to [email protected] Step 5: Submit payment to our office. We accept Credit Card, Check or Money Orders payable to UVSA. We do not accept cash. If you would like to pay online, we will email you an invoice from which you can pay online. Once payment has cleared, we will email you a paid invoice.

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

UVSA TET FESTIVAL 2016: VENDOR APPLICATION

Company Name: ________________________________________ Phone: (______) _____________________

Name of Authorized Agent: _______________________________ Title: _______________________________

Address: ____________________________________ City: ________________ State: ____ ZIP: __________

Email Address (Mandatory): __________________________________________________________________

California Seller’s Permit Number (Mandatory if making any sales): ___________________________________

Please list the activities and products at your booth or any special requests: ____________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ I have read and agree to the terms and conditions set forth in the VENDOR AGREEMENT. I further agree that all personnel who occupy my booth will adhere to the VENDOR AGREEMENT and all regulations set forth by UVSA. ________________________________________ ____________________ Signature of Authorized Agent Date

BOOTH EXHIBITOR – displays, games, or sales including fresh produce PREPACK FOOD – Prepackaged desserts or drinks; includes sampling OPEN FOOD – Food that requires on-site preparation or cooking CORNER LOCATION – Premium booth location FEES & DISCOUNTS SUGAR CANE – fee for any food booth producing sugar cane waste DEEP FRYING – rental of fire retardant wood board NON PROFIT – $150 discount with nonprofit documentation OTHER – any other adjustments: _____________________________

PRICE/$

600.00 900.00

1,800.00 400.00

300.00 50.00

-150.00 _______

QTY

____ ____ ____ ____

____ ____ ____ ____

SUB TOTAL

____________ ____________ ____________ ____________

____________ ____________ ____________ ____________

Booth Preference #: ________ (Select from F, NE, NW, SE, or SW booths)

AMOUNT DUE

___________

For Office Use Only

Received On: ______________________ By: _________________________ Payment Type:_____________________ #: __________________________

Processed On: ___________________________ Deposited On: ___________________________

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

UVSA TET FESTIVAL 2016: VENDOR AGREEMENT Date & Hours – The UVSA Tet Festival shall operate with the following days and hours:

Thursday, 2/11

Friday, 2/12/15

Saturday, 2/13/15

Sunday, 2/14/15

Setup Hours

6:00 PM – 11:00 PM

8:00 AM – 2:00 PM

Event Hours

4:00 PM – 11:00 PM

11:00 AM – 11:00 PM

11:00 AM – 10:00 PM

Teardown Hours

10:00 PM – 11:59 PM

Location – OC Fair & Event Center, Parking Lot I, 88 Fair Drive, Costa Mesa, CA 92626 Refund – Vendor must provide a written or emailed cancellation request by January 31, 2016 in order to receive a full refund. No refunds will be issued after January 31, 2016. Non-Sufficient Funds – Check payments which bounce or credit card payment chargebacks will automatically cancel Vendor’s booth rental. Should Vendor wish to reinstate their rental, Vendor shall provide a Cashier’s Check which includes a $30 repayment fee in addition to the amount due. Mandatory Meeting – Vendor must attend the mandatory Vendor Meeting. This will take place on Wednesday, January 27, 2016 at the OC Fair & Event Center Administration Building. Any vendors selling food are to arrive at 7:00PM and all other vendors are to arrive at 8:00PM. Parking passes and tickets will be distributed at this meeting at the end. For more information, please visit our website at www.tetfestival.org/vendors Setup & Teardown – Vendor may setup according to the hours listed in Date & Hours. Vendors may drive their vehicles on the festival grounds during setup. All vehicles must be removed from the festival grounds two (2) hours prior to opening. UVSA will prohibit Vendor from operating until vehicle is removed and failure to remove any vehicles will result in automatic cancellation of Vendors booth rental with no refund. Vendor shall remove all exhibits and inventory by 11:59 PM on closing day. UVSA shall provide vendor with an updated schedule at the mandatory Vendor’s Meeting. Admission Tickets – Open food booths will receive 25 admission tickets per booth. All other booths will receive 20 admission tickets. Parking – Vendor will receive one (1) parking hang tag which will allow Vendor to park in the designated Vendor parking lot. UVSA will provide vendor with the location at the mandatory Vendor’s meeting. UVSA may allow Vendor to purchase additional parking hang tags at the mandatory Vendor’s meeting. Booth – Each booth size is 10’ x 10’ or larger if Vendor rents multiple booths. UVSA shall provide Vendor with a 10’ x 10’ x 8’ (height) flame-proof canopy with a roof, a lighting fixture, and a back wall. Vendor shall not modify, adjust, damage or remove any part of the UVSA-provided canopy. Prior to the start of the event, Vendor will be asked to complete a booth inspection to report any existing damage to the canopy. After the event, UVSA will inspect each booth and Vendor

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

will be charged for any damages not initially reported by Vendor. The booth will be located on asphalt. If Vendor would like to supply his/her own canopy, Vendor shall specify so on the Vendor Application under special requests, provide certification that said canopy is flame-proof, and secure his/her booth with sandbags or concrete blocks. Flyering – Vendor may only solicit its products and services including distributing fliers no greater than ten (10) feet around Vendor’s booth. Tables & Chairs – UVSA will not provide tables or chairs. Booth Location – Vendor may note their booth preference on the Vendor Application. Vendor’s actual location will be determined by UVSA as necessary to accommodate for any changes made by UVSA to the map layout. Electricity – Each booth will be provided with one (1) three-prong electrical outlet within 25 feet of their booth. Each outlet runs a maximum of 6 amp, or 750 watts. Should Vendor require more power, Vendor must specify exact amps or watts needed on the Vendor Application. Additional fees may apply should Vendor require additional power. Security – Night time Security personnel shall patrol the festival grounds during non-operational hours. Night time security will begin Thursday night and end Monday morning. UVSA is not liable for any loss or damage to items and recommend that Vendor remove all inventory each night. UVSA recommends that Vendor enclose his/her booth using tarp or similar material each night. Health Code – Vendors selling food must comply with all health codes and be prepared for inspection by the OC Health Care Agency by 1 PM on Friday, February 10, 2016. Vendors selling food must select and be placed in a booth within 200 feet of a restroom facility. Open Food Booths will be fully enclosed and have access to a 3-compartment hot/cold sink, oil drums and coal bins within 100 feet of their booth. Vendor will be billed for any damages as a result of improper disposal of waste charcoal and oil. Fire Code – Vendors in an Open Food Booth that are deep frying must rent a flame retardant wood board to place underneath their deep fryer. Failure to return the flame retardant wood board will incur a $150 replacement fee. Every Open Food Booth vendor shall provide his/her own fire extinguisher that has been serviced within the past year: K-type for Vendors that are exclusively deep frying; 2A:10BC-type for non-deep frying; and both if Vendor is preparing other types of food in addition to deep frying. Fire extinguishers must be elevated 4-5 feet high from the ground and be readily accessible at all times. Sound Code – The OC Fair & Event Center prohibits Vendor from using any form of amplified sound in or around their booth. Beverages – The OC Fair & Event Center is a Pepsi only facility. All canned or bottled beverages offered for sale must be approved PEPSI products unless PEPSI does not provide such beverage (ie sugar cane juice, soy milk, etc). No glass bottles permitted. All beverages in glass or can containers must be poured into disposable cups. Helium Balloons – Helium balloons may not be distributed or sold inside or outside the Tet Festival. With the prior approval from UVSA, helium balloons may be used when they are permanently affixed to a booth display. If helium balloons are released for any reason within the Tet Festival, labor and equipment costs associated with the removal of the balloons from ceilings shall be charged to Vendor.

www.uvsa.org [email protected] P.O. Box 2069 Westminster, CA 92684 Tel: (714) 890-1418

Union of the Vietnamese Student Associations of Southern California

Tổng Hội Sinh Viên Việt Nam Miền Nam California

Nonprofit Discount – UVSA provides a nonprofit discount with the following conditions: 1. Nonprofit must provide a copy of their determination letter from the IRS or California Franchise Tax Board as

evidence of nonprofit status; or if no determination letter exists, an official letter from Nonprofit stating that the purposes of the booth shall be limited to Nonprofit’s charitable purposes

2. All paperwork, including but not limited to; Vendor Application, Seller’s Permit, and Health Permit shall list Nonprofit’s name

3. If Nonprofit is doing business as another entity, provide “doing business as” documentation from the county clerk

Prohibited Activities – Vendors shall not share or sublease any part of their booth space for any other business or purpose other than what was written on Vendor Application. Vendor may not display, sell, distribute, promote, or use any of the following items: illicit drugs, alcoholic beverages, cigarettes, e-cigs, firecrackers, fireworks, firearms, weapons, or any items that promote casinos/gambling and vulgar/offensive/sexually explicit materials as judged by UVSA. Such judgment by UVSA shall be final. Vendor may be requested to remove a product or service displayed at their booth at the sole discretion of UVSA if deemed unsuitable by UVSA, and such decision shall be final. Vendor agrees that UVSA shall not be liable for any damages or losses, pecuniary or otherwise, foreseen or unforeseen, incurred by Vendor as a result of such action. Liability & Additional Regulations – UVSA shall not be responsible for any loss to Vendor due to natural causes or force majeure including, but not limited to, rain, thunder and lightning, and wind. Vendor agrees to indemnify and hold harmless, UVSA, its officers and directors, agents, representatives, and employees from any and all claims, damages, losses and liabilities arising from Vendor’s participation with the Tet Festival. UVSA assumes no responsibility for damaged or lost articles/booths/exhibits belonging to Vendor. Vendor agrees to comply with all the regulations of the facility hosting the Tet Festival and all federal, state, and municipal laws, including health and safety. Vendor agrees to be responsible for collection and reporting of sales tax as required by law. Vendor shall be responsible for obtaining all licenses, permits, health certificates or items required by governmental agencies in order that Vendor’s booth may be lawfully operated. UVSA has full authority to stop Vendor from operating, without refund, should Vendor sell or promote products and/or services other than those stated in Vendor’s application. UVSA reserves the right to remove any Vendors from the Tet Festival for any reason.