Ohio Valley Pride Rules and Regulations
The hours of the festival are Saturday. July 8th, 2023 from noon-10pm and Sunday, July 9th, 2023 from noon-6:00pm.
Set-up- You may set-up on Friday, July 7th from 6:00pm-8:00pm or Saturday morning from 8:00am-10:00am. You must be open by 11:00am for inspection.
Payment/Cancellation of booth- A deposit of 50% of total cost of the booth space must accompany the signed contract. All space must be paid by June 1, 2023. Space not paid by this date will be subject to cancellation and resale by the festival committee. Space reserved within the last 30 days of the festival opening date must be paid in full at the time of application. Display spaces may be cancelled up to February 1st, 2023 without penalty; however, a cancellation fee equal to one-half the price of the space will be charged for space cancelled after February 1st, 2023. A full fee will be charged for space cancelled within 30 days of the opening of the festival.
Permits & License- Vendors must have a State of West Virginia Certifcate and a City of Wheeling Permit to be able to sell items at the festival. If you are a food vendor you must also have a Wheeling-Ohio County Health Deptarment permit. Permits need to be sent to the festival committee by June 31st.
Noise- Exhibits which include the operation of musical instruments, radios, sound motion pictures equipment, public address system, or any noise-making machines must be operated so that resulting noise will not annoy or disturb adjacent exhibitors and their patrons.
Operating Restrictions- No firm or organization will be permitted to solicit business within the festival area. This includes fliers. The festival committee reserves the right to restrict displays which, because of noise, methods of operation, materials, or for any reason become objectionable and, to prohibit or remove any displays which, in the option of the festival committee, detracts from the good charter of the festival. The serving or distributing of alcohol beverages by concessionaires in part of the festival area is forbidden. Fliers are not permitted outside marked area of booth.
Liability and Insurance- Every reasonable precaution will be taken by the festival committee to protect property during installation, festival period, and removal. However, neither the festival committee, service contractors, any officers, staff members, directors of same, are responsible for the safety of property of exhibitors from theft or damage by fire, accident, vandalism, or other cause. The festival committee will provide police and/or security during the day (Saturday & Sunday) and at night (Friday night and Saturday night); however, management cannot be held responsible for exhibitor’s property, whether located at one’s exhibit or anywhere else inside or outside the festival area. Small and especially valuable materials should be safely packed away by the exhibitors during hours when the exhibit is not manned. If exhibitors feel he or she needs additional protection to cover hazards outlined above, he or she should take out his or her own insurance. All property of the exhibitor will remain under his or her custody and control in transit to and from within the confines of the festival area subject to rules and regulations of the event. Exhibitors must carry appropriate insurance to cover display materials against injury to persons and property of others. By execution of this agreement, the concessionaire agrees to hold harmless the festival from any claims arising out of the physical operations and product related exposures of his/her booth. Be further advised that all vendors are required to carry bodily injury protection to cover premises and product related exposures in the amount of $300,000.
Safety, Fire, and Health Applicable Law- The exhibitor shall assume all responsibility for compliance with local, city, state, federal safety, fire, health, and other ordinances and laws regarding installation of and operation of equipment, displays and exhibit materials.
Default of Occupancy- Any exhibitor failing to occupy space as contracted for is obligated to pay the full rental cost of such space. In the event the exhibitor fails to install his/her display within the time limit set for opening festival, or fails to pay the space rental at the time specified, or fails to comply with any provisions concerning his/her use of display space, the festival committee shall have the right to take possession of said space and resell same, or any part thereof.
Subletting of Space- The exhibitor agrees not to assign, sublet, or apportion space or any part thereof allotted to him/her. No exhibitor will be permitted to sell/display his or her products or services outside the confines of assigned booth in the festival.
Installing and Dismantling- Periods in which installation and dismantling of exhibits may begin and must be completed as follows:
Installation: Concessionaires and exhibitors may begin setting up from 6:00pm-8:00pm Friday or before 10:00am Saturday and must be ready for occupancy by 11:00am on Saturday for inspection. Please be setup and open by noon on Saturday.
Dismantling- Dismantling may begin immediately after closing on Sunday or pre-determined time. Clearance of all materials must be completed no later than 11:00pm Sunday Or adjusted time. The Festival Committee reserves the right, with no liability whatsoever for damages, spoilage, or loss- to dismantle, dispose of, store and clear from the premises any display materials, good, property or merchandise of exhibitor who failed to comply with the above requirement, or to order such work to be done at the sole expense of the exhibitor. No vehicles will be permitted in the festival area until after 10:00pm Saturday or 6:00pm Sunday (or adjusted time). THIS IS STRICTLY ENFORCED!
Water- City of Wheeling will provide a water manifold on the west side of Water Street. Concessionaires using an excessive amount of water should notify the Festival Committee so that arrangements can be made to locate the booth near a catch basin. Drain hoses are the responsibility of the lessee. It is mandatory that all food booths have a water hook-up or have self-contained water source. There is a small fee for water access.
Electrical- 220 Volts-50Amp Service- Concessionaires requiring 220 Volt-50amp service must have a 4-prong male plug for their wiring. The Festival Committee will provide one female plug. Lessees must break down this service for distribution within the confines of booth. 110 volt 20-amp service is not included with booths requesting 220-volt service. The committee can provide all other booths with one 110-20-amp service for only $10.00. The concessionaires must use a grounded male plug for connections.
General- All matters and questions not covered by this agreement are subject to the decision of the Festival Committee. All amendments, decisions, or interpretations that may be so made, shall be as equally binding on all parties as the original agreement.
Agreement- By signing the contract, the exhibitor agrees to abide by these rules and regulations and the decision of the festival committee.