Letter of Agreement
PURPOSE AND INTENT
The International Institute of Wisconsin produces the Holiday Folk Fair International annually for the purpose of education and promotion of ethnic culture and pride. The intended location and dates for the 2023 Holiday Folk Fair International are November 22, 23 & 24, 2024 at the Exposition Center at Wisconsin State Fair Park.
INTERNATIONAL INSTITUTE OF WISCONSIN LOGO / HOLIDAY FOLK FAIR International LOGO
The International Institute of Wisconsin is the sole owner of the International Institute of Wisconsin registered trademark logo and the Holiday Folk Fair International registered trademark logo. No Ethnic Group will be permitted to sell or display any items with the International Institute of Wisconsin logo or name, or Holiday Folk Fair International logo or name.
AGREEMENT
Within the context of this agreement the International Institute of Wisconsin / Holiday Folk Fair International will be referred to as International Institute or Folk Fair. Both parties agree to be bound by the terms and conditions herein set, and shall sign this Agreement before this Agreement shall become effective.
TERMS
The terms of this agreement shall be only for five days, commencing at 12:00 Noon on Wednesday, November 20, 2024, and ending at 11:59 pm on Sunday, November 24, 2024. The Ethnic Group understands that this Letter of Intent is for the term stated herein and that this letter imposes no obligation or liability on the International Institute / Folk Fair with respect to participation in subsequent years.
PREMISES
The International Institute does lawfully lease the property known as the Exposition Center at Wisconsin State Fair Park. The Ethnic Groups are then assigned and/or leased the actual booth space for their use as the Cafe Booth, Marketplace Booth and/or Cultural Exhibit Booth.
BOOTH RENTALS AND PARTICULARS REGARDING USAGE
Booth rental, location and size will be determined by The International Institute no later then November 1, 2024. The International Institute reserves the right to refuse an Ethnic Group's participation in the Folk Fair because of failure to comply with rental/equipment payments or stated policies. It is the responsibility of the International Institute to supply each Booth with equipment that is stated to be included with rental fees. It is the responsibility of the Ethnic Group to supply and/or rent any additional equipment needed. Ethnic Group orders need to be submitted to the Folk Fair Office on or before the printed deadline on the form. The Ethnic Group agrees that items not approved may not be sold or displayed and that the International Institute may refuse at any time to allow an Ethnic Group to display or sell any items which for any reason the International Institute deems inappropriate. The International Institute will not be responsible for any financial loss incurred by the Ethnic Group if any item(s) which were not approved in advance must be removed from an Ethnic Booth as deemed inappropriate. If an Ethnic Group continues to sell any item(s) which it has been instructed to remove from the Booth, the International Institute shall have the right to close the Booth for the remainder of the Folk Fair without refund of rental and/or equipment fees.
Payment
The payment for booth rental, equipment, and service charges are to be paid at the time of registration. The Ethnic Group is responsible for payment of equipment ordered and any extra cost. The Ethnic Group will be charged for all the Exposition Center at Wisconsin State Fair Park services and equipment in the booth.
USE OF BOOTH
Maintenance
The Ethnic Group agrees to meet all State of Wisconsin Health Department standards and to keep the Booth neat, clean, free of debris, and in safe operating condition at all times during the Folk Fair. Garbage and trash removal including proper disposal from the Booth, is the responsibility of the Ethnic Group. This is to include the cleanup of Ethnic Group assigned areas/booth space.
Merchandise / Promotional Give-Away
An Ethnic Group shall not use any promotion, scheme, or device involving the award of any prize, gift, or privilege nor shall a contest be conducted within or outside the Booth.
Damage
An Ethnic Group will be charged for any damage to premises and/or equipment.
Signage
Uniform Booth signs, denoting the Ethnic Group name and Booth number, are provided by the Folk Fair and are the only ones that may be used. A replacement fee will be imposed for any damaged signs.
Assignment of Booths
The Ethnic Group shall not assign its rights or its obligations or its Booth to any other person under this Agreement. The Ethnic Group shall not share its Booth with any other person or entity. Individuals may not profit from the Folk Fair. Proceeds are intended to benefit participating not-for-profit Ethnic Groups.
Policies
The Cafe Booths, Marketplace Booths, and Exhibit Booths must adhere to the rules, regulations, policies, and procedures stated in the Folk Fair Manual.
FESTIVAL'S RIGHT TO CONTROL
The International Institute has the absolute right to control and determine all Folk Fair participants, venues, events, activities, programs, entertainment, and performances in connection with the Folk Fair and to make all decisions with respect to the operation of the Folk Fair. The Ethnic Group agrees to abide by all decisions made by the International Institute with respect to the operation of the Folk Fair, including any decisions made during the Folk Fair.
LICENSES AND PERMITS
It is the responsibility of the Ethnic Group to obtain any and all permits and/or licenses required to prepare, serve, and sell products at the Folk Fair.
HOURS OF OPERATIONS
The Ethnic Group agrees to have their Booths open and staffed during the required hours. Booth operation for the Folk Fair are: Friday, November 22, 2024 from 9:00 AM to 9:00 PM, Saturday, November 23, 2024 from 10:00 AM to 9:00 PM, and Sunday November 24, 2024 from 10:00 AM to 6:00 PM. If an Ethnic Group fails to open on time, and operate as scheduled above, the International Institute shall have the right to close the Booth for the remainder of the Folk Fair.
REMOVAL OF GOODS AND SURRENDER OF PREMISES
The Ethnic Group shall remove its goods and all of its property from the Exposition Center at Wisconsin State Fair Park by noon 12 PM on Monday, November 25, 2024. Any goods and property not removed by the Ethnic Group by that time shall be considered abandoned and the Folk Fair may dispose of these goods and property in any manner it deems fit. The Ethnic Group shall leave the Booth area in the same clean and sanitary condition in which it was received prior to the Folk Fair. The Ethnic Group shall be responsible for clean up of the Booth area. An Ethnic Group not disposing of cardboard boxes, packing materials, garbage, cooking oil and/or trash in an appropriate manner will be charged an additional clean up fee.
INDEMNIFICATION, LIABILITY AND INSURANCE
The International Institute / Folk Fair is not responsible for loss due to fire, theft and/or damage to or loss of any articles, clothes, valuables, props, costumes, food spoilage or injuries to volunteers. It is the Ethnic Group's responsibility to protect their goods and other property in the event of fire, theft, vandalism, other extended casualty, or any act of God. The Ethnic Group understands and agrees that the International Institute has no responsibility, liability or obligation with respect to damage of the Ethnic Group's goods and property regardless of the cause of said damage.
INSPECTION
The International Institute shall have the right to inspect the Ethnic Booth and goods at any time.
DELIVERY VEHICLES
Delivery vehicles will not be allowed to unload within the buildings. Delivery vehicles are to be removed immediately upon the completion of unloading and loading. The Wisconsin State Fair Park/Wisconsin Exposition Center and the International Institute reserve the right to tow away any vehicle in violation of this provision at the owners expense.
DEFAULT
If an Ethnic Group is in default under any section of this Agreement, or fails to adhere to the standards or supervisory directions established by the Folk Fair, the International Institute shall notify the Ethnic Group of such default or failure and the Ethnic Group shall have a reasonable time to remedy such a default or failure. In the event that the Ethnic Group does not remedy such conditions in a reasonable time, the International Institute may terminate this Agreement and expel the Ethnic Group from the location without any further liability or obligation to the Ethnic Group.
MISCELLANEOUS CONDITIONS
The Ethnic Group is to conduct all its business in an orderly and lawful manner and to abide by all rules and regulations set forth in the Folk Fair Manual. Any Ethnic Group which participates in a money-making area of the Folk Fair is required to participate in a matching non money-making area. Ratio 1 to 1. Failure to meet the required deadlines and/or continuous infractions of Folk Fair rules and regulations, will result in suspension of the Ethnic Group for one year. Reinstatement will depend on space availability and non-duplication of nationality and efforts to correct infractions.
The Ethnic Group agrees to sell the allocated number of Advance Tickets and accept the allocated number of Participant Tickets, both of which are based on the current Participation Formula.
All publicity is coordinated through the International Institute.
Sale of T-shirts, sweatshirts, hats/caps, beer, carbonated drinks, milk, coffee, water, hamburgers, hot dogs, ice cream, candy, potato chips, pretzels, and caramel apples are prohibited. These are items exclusive to the Folk Fair. Sale of bumper stickers, country flags, maps, and non-ethnic items are prohibited.
The International Institute represents that it intends to produce the Folk Fair. If for any reason the Folk Fair is canceled at any time, whether prior to or during the Folk Fair, the International Institute shall have no obligation or liability to the Ethnic Group, including any liability or obligation because of any loss or damage sustained by the Ethnic Group as a result of the cancellation. Cancellation of the Folk Fair for some but not all hours of operation shall not relieve the Ethnic Group of its obligation to be open during all other hours of the Folk Fair operation.
It is expressly understood that neither of the parties shall be construed or held to be a partner or associate or agent of the other, or to be joint ventureres, and neither of the parties is authorized to contract any debt, liability or obligation for or on behalf of the other.
It is agreed that the undersigned have read, understand, and agree to comply with the rules, regulations, and policies of the International Institute/ Folk Fair regarding participation in the Folk Fair.
This Letter of Intent is valid and binding.
If any provision herein is declared or adjudged by a court of competent jurisdiction to be illegal, invalid or unenforceable, it shall be deemed deleted herefrom without impairing the legality, validity or enforceability of the remaining provision hereof.
This agreement covers those areas in which the group has previously participated. Any application for participation in a new area will require a formal application.
Failure to sign and return this agreement by September 27, 2024, may result in the forfeiture of participation and/or priority in the 2023 Holiday Folk Fair International.