2023 Vendor Application - Amherst German Christmas Market

Which of these describes you?

I am applying to be a vendorI am an approved sponsor

Thank you for your sponsorship! In order for us to keep organized and to adhere to local regulations, we need each sponsor who intends to participate in the event to fill out an abridged vendor application below.

Some of the language in this application is written with vendors in mind, but please fill it out to the best of your ability. Wherever you see questions about "selling" items, please include everything you intend to sell, give away, or otherwise distribute at the event.

Welcome to the Vendor Application and Event Policies form for the Amherst German Christmas Market. We appreciate your interest in being a part of our event and encourage you to thoroughly read and understand all parts of this form. This document is not only a contract but also provides crucial information regarding our event policies, which understanding will help ensure the smooth functioning of the event.

Given the detail and complexity of the form, it will take approximately 20-30 minutes to complete. We understand that you may need some time to gather all necessary information, so please feel free to scroll to the bottom and click "save" if you wish to return and complete the form at a later time.

Throughout this application, you will encounter a number of checkboxes related to our event policies. By checking these boxes, you are indicating your understanding and agreement to the content specified in the corresponding text. Please read each statement carefully before checking the box, as these represent binding commitments.

In order to complete this form, you will need to have the following information and documents prepared:

Contact information for a staff member attending the event (this can be yourself if you will be there)
Emergency contact information
A list and images of the items you intend to sell
1-2 descriptive sentences that highlight your business and will entice guests to visit your business during the event
Proof of Liability Insurance of at least $1,000,000 general liability and at least $250,000 coverage for damages to premises
Wattage/Amperage of each electrical appliance you intend to use (lighting, low wattage items, etc. not included)

Your full understanding and compliance with the information and requirements in this form is essential to the successful and seamless operation of the Amherst German Christmas Market. We look forward to your participation in our event. Thank you!

Name*

First NameLast Name

Email*

example@example.com

Phone Number*

Please enter a valid phone number.

Preferred Contact Method*

EmailPhone

Mailing Address*

Street Address

Street Address Line 2

CityState

Zip Code

We may populate the event website with a description of your business, pictures of what you intend to sell, and try to promote your business.

Business Name*

Business Address*

Street Address

Street Address Line 2

CityState

Zip Code

Is your business a registered nonprofit?

YesNo

Subcategory

Nonprofit EIN*

Vendor Type*

CraftFood/DrinkOther

Did your business attend the Amherst German Christmas Market before?

20192022

Website

Facebook

Instagram

Other social media URLs

Business Logo

We would like to feature our vendors prominently on our social media and website

Event Hours*

I commit to operate during the full duration of the event, regardless of weather conditions, unless the event is officially cancelled or postponed by the AGCM committee chair due to inclement weather or other unavoidable circumstances. I understand that a backup date of December 16 is reserved for extreme weather conditions only, at the sole discretion of the AGCM. I agree not to break down before the end of the event and acknowledge that breaking down early without express permission from the event director will lead to exclusion from next year's event. If accepted for this event, I agree that if I fail to appear at the event by 8:30 am on the event day, I will forfeit my right to participate in the event without a refund or recourse.

Parking*

I understand and agree to park my vehicle in the designated parking areas as detailed in the guide with map that will be distributed prior to the event date. I agree to be respectful of residents' driveways and properties when using on-street parking. I understand that AGCM is not responsible for tickets or fines due to illegal parking of vendor vehicles and that parking around the event must be exclusively for event attendees. I acknowledge that vendor parking during the event is located at Clark School, 14 Foundry St, Amherst, NH 03031, and Wilkins School, 80 Boston Post Rd, Amherst, NH 03031 parking lots, and that a shuttle to these locations will be available throughout the event.

Vendor Locations*

I understand and agree that the Amherst German Christmas Market (AGCM) has the sole and complete authority to assign my Vendor location within the Christmas market, irrespective of my preferences. While AGCM will try to honor requests for specific booth locations, it cannot guarantee that all requests will be met. I understand that 10x10 booth spaces will have assigned/numbered spaces, and that in case of weather issues rendering the Amherst Village Green inaccessible on Saturday, Dec. 9, vendors may be assigned numbered spaces on adjacent streets.

Vendor Space Allocation and Equipment*

I understand and agree that as a Vendor at the Amherst German Christmas Market, I will be assigned a space (10'x10' space, 10'x20' space, or variable sized food truck space) corresponding to selection and payment made on this application. Sharing space without prior consent from AGCM is prohibited. Vendors are responsible for providing their own equipment, including white tents (preferred for uniformity), tent weights, wall panels, temperature management devices, lights, tables, chairs, festive décor, and any other necessary items. Wooden German-style chalets are also welcome. Please be prepared for cold temperatures and potential ice, mud, or snow on the ground. Tent leg weights are mandatory for all tents, while wall panels and heaters are optional. If you require assistance with equipment, reach out to vendors@amherstchristmasmarket.org - we're here to help!

Vendor Decorations*

I understand that at the Amherst German Christmas Market, each vendor's space contributes significantly to the overall festive ambiance. I understand that I am encouraged to imaginatively decorate my space in a manner that reflects the joyous spirit of Christmas and the charm of traditional German markets. Some options include incorporating elements such as Christmas trees, wreaths, German cultural items, and a tasteful arrangement of lights, but the ultimate expression is up to each vendor. While maintaining the integrity of the space and ensuring the safety of the attendees, I understand that I am invited to bring my creative interpretations to life and help create an unforgettable seasonal atmosphere. I will remember to remove my decorations after the event, leaving my space clean and as I found it. Each vendor's contribution to the event's ambiance could become a cherished memory for attendees, making the event even more special.

Vendor Comfort and Preparedness for Weather Conditions*

I understand that the Amherst German Christmas Market is a lengthy outdoor event which may involve frigid temperatures and potential weather conditions like rain, ice, wind, or snow. I acknowledge that the sun will set around 4:12 PM, and as such, I commit to prepare adequately for prolonged exposure to outdoor winter conditions. This includes dressing in appropriate layers for warmth and comfort in extreme cold.

Noise and Sound Systems*

I agree to manage my noise level in a respectful manner. Including, if choose to play music, that it will be on-theme and will not interfere with other vendors or the event's musical acts. If I use a generator, I understand that its noise level will not exceed 60 dB.

Trash and Refuse*

I agree to be responsible for my own trash and dispose of it properly in the event trash barrels or on-site dumpster. I understand that I am expected to clean up my vendor area thoroughly at the event's end, and I accept the obligation to pay a $50 clean-up fee per item if any items are left behind.

Attendance*

I understand and acknowledge that the Amherst German Christmas Market (AGCM) makes no representation or guarantees regarding actual event attendance.

Security & Overnight Storage*

I acknowledge that a police officer will be posted at the event grounds for the duration of the event. I understand that if I have questions about storing items the night before in preparation for setup, I should contact the organizers at vendors@amherstchristmasmarket.org for possible options. I understand that there is no guarantee of overnight storage space.

Conditions*

I understand and acknowledge that the Amherst German Christmas Market (AGCM) has no control over weather, natural events, “acts of God”, acts of terrorism, governmental intervention, or any other cause that may prevent and/or interrupt the event. I agree to hold AGCM harmless for any losses that could arise because of such events, and understand that no refunds will be issued. I acknowledge that this is an outdoor event in New Hampshire, and I am prepared to be outdoors for the duration of the event in cold weather conditions.

Weather Cancellation or use of Rain Date*

I acknowledge that the Amherst German Christmas Market is an outdoor event and there is a weather-related risk inherent to any such event. I understand that the event may be rescheduled to the rain date or cancelled entirely in case of extreme weather conditions. I further understand that, in the unfortunate circumstance of a cancellation or change of date due to extreme weather, vendor fees cannot be refunded, as they will have already been allocated towards event facilities, service providers, and other operational expenses.

In the event of extreme weather on Saturday Dec. 9, do you plan to attend our backup date on Saturday Dec. 16?*

YesNo

Do you intend to be personally on site for the duration of the event?

Yes, I will be there for the duration of the eventNo, others will staff my business

Day-of Vendor Staff Contact Information*

How will you set up for the event?*

TentTruck

What are the dimensions of the space your truck requires?*

Emergency Contact information during the event. Do NOT list yourself.*

Please provide 1-2 descriptive sentences that highlight your business and will entice guests to visit your tent during the event. This is not a list of products. For example, if you were a Swiss hot chocolate vendor, you might write: "Indulge in the rich and velvety warmth of our authentic Swiss hot chocolate, crafted with the finest Swiss cocoa and served with a touch of Alpine charm. Experience a delightful sip of Switzerland that will transport you to the enchanting slopes of the Swiss Alps"*

We would like to feature our vendors prominently on our social media and website

Goods for Sale*

I understand and agree that the Amherst German Christmas Market (AGCM) must approve all proposed items for sale. I acknowledge that AGCM does not guarantee product exclusivity, but will strive to ensure a variety of items for sale by limiting the amount of any one type of goods. I agree to not display or offer for view or sale any illegal or contraband items, and understand that the laws of the State of New Hampshire and local ordinances of the Town of Amherst are in effect. I will not display, offer for view or sale any unlicensed items or copies/interpretations of licensed or registered items.

One important part of your application is providing a comprehensive list of the products you plan to sell. This allows us to approve each item, ensure a variety of offerings for our visitors, limit duplicative products, and properly promote your offerings on our website.

Please follow these steps to accurately complete this part of your application:

List Each Product Individually: In the provided field, please enter the name of a product you plan to sell. For example, if you intend to sell hats, you would enter "hats" in this field.
Add More Products: If you plan to sell more than one type of item, please click on "Add another product" and a new field will appear. Enter the name of the next product you plan to sell in this new field. Continue this process until you have listed each different product.
Avoid Totaling Up Items: Please do not simply provide the total number of items you plan to sell.

Please list every item you intend to sell, give away, or distribute*

To help us schedule setup times, how complicated/time consuming do you expect your setup process to be?*

Very simple (e.g.: erecting a tent, Christmas lights, and arranging products)Slow and/or Complicated (e.g.: assembling complicated equipment)Other

To help us promote the event and your business online, we would like images of what you intend to sell. Please provide at least one image.*

We would like to feature our vendors prominently on our social media and website

Are there any additional details you would like to tell us about your participation in the event?

Inspection*

I understand and agree that my space and equipment will be subject to an inspection by Amherst Fire Rescue and/or other Town of Amherst officials to ensure compliance with local and National Fire Protection Association Codes, Health Codes, and standards.

Electrical needs*

Lighting onlyLighting and other appliances (e.g.: crock pots, hot plates, refrigerators, etc.)I will provide my own very quiet generator (less than 60 db)Other

Vendors can be provided up to 500W of electricity. If needed, additional wattage can be provided for a fee.

Please describe each item you intend to power and how much energy (watts or amps) each item consumes.*

Vendor Lighting*

I understand that due to the early sunset during the Amherst German Christmas Market, I am required to provide adequate illumination to display my space as well as decorative lighting, such as Christmas lights. This ensures visibility of products and contributes to the ambiance that makes the evening market an enchanting experience for all attendees. Despite the early darkness, don't be deterred! This is when the market truly comes to life, as the festive lights create a magical, twinkling spectacle that is not to be missed. Your preparedness for these conditions will help ensure a memorable and successful event for all.

Extension Cords*

I agree to use only outdoor-rated extension cords that are a minimum of 14-gauge wire and have a third ground wire (three prong). I will secure any extension cords that run along the ground to eliminate the potential of a trip and fall hazard.

Power Strips*

If I choose to use power strips, I agree to use power strips appropriately, ensuring each device is plugged directly into the power strip and not using a power strip to power another power strip. I understand that each power strip must be UL rated, in good condition, and that power strips with broken or missing ground prongs are prohibited.

Cellular and Internet Connectivity*

It is important to note that internet connectivity at the Amherst Village Green has displayed significant inconsistencies. Efforts are being deployed collaboratively between the Amherst German Christmas Market, the Amherst Town administration, and independent service providers to enhance the reliability of internet service available to our valued vendors. Our objective is to establish robust internet service for our vendors by 2023 event, although this project is still in progress. At this stage, we are unable to provide absolute assurance of a consistent internet or cellular signal availability. We will update our vendors as soon as developments arise. I understand and acknowledge the importance of being prepared to manage transactions through offline modes or cash, if necessary, due to potential internet and cellular connectivity issues. I am aware that the strength of cellular signal can vary significantly depending on the service provider.

Generator Placement and Wiring Safety*

If I choose to use a generator, I agree to position generators so they do not interfere with attendee passage areas, and are directed such that exhaust vapors do not pose a risk of carbon monoxide exposure to the public. I also understand the requirement to use wiring rated for its intended use, and to secure it to prevent trip and fall injuries. I understand that if my generator emits noise in excess of 60 db, I will have to discontinue its use.

Heating Device Safety and Placement*

I understand that electrical space heaters are strictly prohibited. I agree to use only other heating devices that have a UL or compatible safety listing, and to position them in a way that they cannot fall over. I also understand the need to maintain a minimum of 1 meter (3 feet) clearance from combustible materials for safety.

Portable Propane Tanks*

I agree to securely fasten all propane tanks to the appliance or place them in a holder to prevent the possibility of them tipping over.

Cooking Appliance Placement*

I agree to ensure all cooking appliances are leveled and maintain a minimum of 1 meter (3 foot) clearance from attendees for safety purposes.

Fire Safety Measures for Food Trucks and Trailers*

I understand and agree that if my food truck or trailer cooks with grease-laden vapors, it must be equipped with a hood venting system, an extinguishing system, and a portable A/B/C type fire extinguisher for safety and compliance.

Per 2018 NH State Fire Code, are you and/or your staff participating in this event trained in emergency response procedures including all of the following: (1) proper use of portable fire extinguishers and extinguishing systems; (2) proper method of shutting off fuel sources; (3) proper procedure for notifying the local fire department; (4) proper refueling; (5) how to perform leak detection; and (6) fuel properties? Are your staff also provided documented annual refresher training on these topics which can be made available upon request?*

YesNo

Please describe all propane/gas appliances you intend to use.

Payment and Registration Confirmation*

I understand and agree that payment for my vendor space must be received within 10 days of the approval of my application. I acknowledge that my vendor space is not finalized until the registration form is completed, full payment is received, and the AGCM has approved my application. Failure to make payment within 10 days after approval will result in the cancellation of my application.

Vendor Refund Policy*

I understand and agree to the refund policy of the Amherst German Christmas Market (AGCM) that a 50% refund (minus $9 processing fee) will be given in response to a written request received by AGCM by 11:59 PM ET on November 1, 2023, only if the space can be filled from the vendor waiting list. I acknowledge that no refunds will be given for any request received by AGCM after November 1, 2023, and that no refunds will be given to vendors who may not operate due to failure to satisfy or comply with local health and safety codes.

Returned Checks*

I understand and agree that a $45 fee will be charged for all checks from me or my business that are returned to the Amherst German Christmas Market (AGCM) for any reason.

Waiver, and Release of All Claims Agreement*

As a Vendor, I agree to defend, indemnify, and hold harmless the Amherst German Christmas Market (AGCM), the Town of Amherst, and all owners/managers of venue properties involved in this event, from any claim, demand, suit, loss, cost or expense, or any damage arising from damages to property, personal injury or bodily injury, including death, connected with the Amherst German Christmas Market. This agreement stands regardless of whether the claim, demand, damage, loss, cost or expense is caused in whole or in part by the negligence of the Town of Amherst, by third parties, or by the agents, servants, employees or factors of any of them. I understand that AGCM, the Town of Amherst, and all owners/managers of venue properties involved will not be held responsible for any damages or loss to my properties or my person.

Vendor Insurance Requirement*

As a Vendor, I acknowledge that I am required to maintain and provide proof of valid liability insurance from a provider licensed in the State of New Hampshire, with general liability coverage of at least $1,000,000 and at least $250,000 Coverage for Damages to Premises.

Do you currently hold insurance by a provider licensed in the State of NH with a minimum of $1,000,000 general liability coverage and $250,000 Coverage for Damages to Premises?

Yes, I will provide proof of insuranceNo, I need to purchase insurance.

Please feel free to continue filling out this application, but understand that Proof of Insurance is required to complete your application.*

I understand that my application will be incomplete until I submit proof of insurance.

Proof of Insurance*

Licensing and Permitting Agreement*

I understand and agree that as a Vendor, I am required to obtain, possess, maintain, and display any licenses and permits necessary to perform my business functions as required by the State of New Hampshire or the Town of Amherst.

I, First Name* Last Name*, hereby affirm that I have read, understood, and freely agree to the terms defined in the above policies for the Amherst German Christmas Market, "AGCM". I am providing my agreement voluntarily and absent of any duress. It is my responsibility to accurately provide all information requested in the application process. Any applications received without the requisite information or a signed agreement will be returned without processing.

I understand and accept that if I violate any terms of this agreement, the Amherst German Christmas Market committee and/or the authorized agents of AGCM may, at their sole discretion and at any time, (1) terminate this agreement, (2) require me to cease operations and vacate the premises immediately upon notice of violation of this agreement, and (3) require the forfeiture of any and all fees paid to AGCM for the right and privilege of participating in the AGCM event.

I acknowledge that this agreement represents the entire agreement between AGCM and myself, the Vendor, and it may not be amended without the mutual written and signed consent of both parties by authorized representatives of AGCM and the Vendor.

Signature*

Check Received

YesNo

Payment status

YesCheck receivedNo

Insurance Received

YesNo

Added to website

YesNo

AGCM Committee member

YesNo

Website URL

Preferred Location

Assigned Space

Setup time

Additional event involvement

Assigned AGCM Volunteer

Special needs/requests

Other notes

How would you like to pay?*

Card / PayPalCheck

Pay by Check

10' x 10' Vendor Booth Space ($180)20' x 10' Vendor Booth Space ($360)Food Truck Space ($250)Donate extra to make the event even better ($ up to you)

If you are paying by check, we will contact you to let you know if your vendor application is approved.

Upon approval, please mail your check to:

Amherst German Christmas Market
P.O. BOX 1073
Amherst, NH 03031

Your status as a regestered nonprofit grants you $150 off of your application in this event. Please input coupon code NONPROFIT2023 below to claim your discount and thank you for contributing to our community!

Pay by Check (Nonprofit)

10' x 10' Vendor Booth Space ($180 - $150 = $30 due)20' x 10' Vendor Booth Space ($360 - $150 = $210 due)Food Truck Space ($250 - $150 = $100)Donate extra to make the event even better ($ up to you)

Vendor Application Fee*

10' x 10' Vendor Booth Space10' of frontage on the aisle. Tent(s) not included.

$180.00 Quantity

20' x 10' Double Vendor Booth Space20' of frontage on the aisle. Tent(s) not included.

$360.00 Quantity

Food Truck Space

$250.00 Quantity

DonationYour donations help make this amazing event even better! These are NOT yet tax-deductible.

$10.00 Donation Amount

Enter coupon

Total

$0.00

Payment Billing Address*

Street Address

Street Address Line 2

CityState

Zip Code

Payment Methods

Debit or Credit Card

Please click one of the PayPal options to complete payment and submit the form.

Vendor Application (2023)

Applicant Contact Information

Business Information

Your Participation at the Event

UTILITIES & FIRE SAFETY

General Terms

Agreement

Administration

Vendor Fees